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Evaluating the Outcomes of Science–Policy Dialogues in Granada

Evidence from ENGAGEgreen Surveys

Summary: Key features in a nutshell

  • Total respondents: 64 (43 + 21) from all quadruple-helix sectors
  • Average overall satisfaction: consistently above 4 out of 5 across both events
  • Highest-rated dimensions: participant satisfaction, networking, and willingness to continue collaboration
  • Lowest-rated dimensions: time management, clarity of objectives, and political follow-up
  • Findings reveal strong institutional trust in the University of Granada as a convener of regional dialogue

 

Description

This contribution presents the consolidated results from two evaluation surveys conducted after the First Impronta Granada Meeting (January 2025) and the First Meeting of UGR County Councils (July 2025). Both events were designed as science-policy dialogue platforms within the Erasmus+ ENGAGEgreen project, bringing together academia, public administration, business, and civil society across the province of Granada. The analysis combines quantitative satisfaction indicators with qualitative feedback to assess participant perceptions, areas for improvement, and overall impact of the Living Lab-based governance model.

 

How does the format work?

Post-event evaluation surveys were distributed in digital format via QR code and email within 24 hours of each meeting. The forms used a five-point Likert scale complemented by open-ended questions. The methodology ensured cross-sector participation and allowed comparison between the two events. Responses were triangulated with direct observation and informal feedback collected by the organizing team.

 

During the First Impronta Granada Meeting (January 2025):

  • The highest-rated aspect was Overall satisfaction (4.53), indicating strong approval of the event’s relevance and execution related to the science-policy dialogue format through the Living Lab methodology
  • Organization scored slightly lower (4.45), suggesting there is still room for optimization, particularly in time management and venue choice
  • Networking opportunities (4.36) were well-received, but feedback suggests participants are seeking slightly more structured and operational exchanges in future editions

 

 

During the First Meeting of UGR County Councils (July 2025):

Highest-rated aspects:

  • Intention of academics to maintain contact with policymakers (70)
  • Desire of academics to participate in more future knowledge exchange activities (60)
  • Recommendation of the event by academics (60)
  • Public administration’s interest in further exchanges with researchers (50)
  • Venue satisfaction (48)
  • Generation of a comfortable and trusting atmosphere (28)

Lowest-rated aspects:

  • Public administration’s receipt of concrete policy recommendations (29)
  • Public administration’s perception of having received a general overview or specific data (29)
  • Usefulness of the program (76)
  • Duration and structure of the session (71)
  • Equal opportunity for all participants to contribute (78)

 

Challenges

  • Maintaining a balanced representation of all quadruple-helix sectors
  • Managing limited time for presentations and group discussions
  • Translating satisfaction data into operational policy outcomes
  • Ensuring that recommendations are followed up institutionally
  • Fostering clarity of objectives and purpose about the expected outcomes and the real influence of UGR County Councils

 

Tasks and resources

Scientists

  • Conducted quantitative analysis of 64 valid responses (43 + 21) and calculated average ratings
  • Identified statistically consistent satisfaction levels: overall 4.53, organization 4.45, networking 4.36 in January 2025; and 4.70 for academics’ willingness to engage, 4.50 for policymakers’ interest, 4.48 for venue quality in July 2025
  • Interpreted qualitative feedback to highlight five recurring strengths: initiative appreciation, content relevance, collaboration commitment, willingness to contribute, and follow-up interest
  • Detected recurrent improvement areas: time allocation, venue accessibility, fostering political engagement, clarifying the Living Lab objectives, and need for practical actions
  • Drew comparative insights showing convergence between academic and policy expectations regarding continuous collaboration

Knowledge exchange managers and research managers

  • Consolidated survey results and coded open-ended responses thematically
  • Produced summary dashboards illustrating satisfaction and perception trends
  • Organized internal debriefing sessions with the ENGAGEgreen WP3 coordination team to interpret findings and feed them into Toolkit development
  • Drafted actionable recommendations for subsequent events, including improved facilitation methods and extended group-work sessions

Policymakers

  • Provided reflective input on how evaluation findings could inform county-level planning
  • Interested in ongoing collaboration but expressed lower ratings on receiving concrete, applicable outputs
  • Prioritized measures to increase inclusivity and clarify expected outputs of future UGR County Councils.
  • Recognized that systematic post-event evaluation enhances accountability and strengthens the evidence base for policy decisions.

 

First Impronta Granada Meeting (Jan 2025) — 43 responses; overall satisfaction 4.53 out of 5; networking 4.36; organization 4.45. Feedback praised cross-sector participation but requested improved time management and greater political involvement.

First UGR County Councils Meeting (Jul 2025) — 21 responses; balanced representation of academia (37.5 %); business (23.8 %); civil society (19.4 %); public administration (19.3 %); academics’ willingness to maintain contact 4.70; policymakers’ interest 4.50. Feedback emphasized the need for clearer objectives and longer, more inclusive group sessions.

 

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

How to support citizen science (geoparticipation) by modern digital methods and frameworks

Description

Geoparticipation in the context of citizen science represents a specific group of participatory methods that enable the public to actively contribute to the collection of spatially explicit data through digital map‑based interfaces. In both Czech and international practice, this approach is most commonly implemented through so‑called emotional (participatory) mapping, in which respondents record their experiences, opinions, or subjective perceptions of specific places directly into a map using points, lines, or polygons. These spatial inputs are typically supplemented with textual descriptions, photographs, comments, or predefined thematic categories.

The collected data are subsequently processed using standard Geographic Information Systems (GIS) workflows, including data cleaning, aggregation, spatial analysis, and visualization. A wide range of visualization techniques can be applied to emotional mapping data; however, digital cartographic methods such as heat maps, aggregated visualizations using hexagonal grids of varying resolutions, cartograms, cartodiagrams, or clustering techniques are most commonly used to facilitate interpretation of results by end users.

Unlike conventional questionnaire surveys, geoparticipation captures not only respondents’ opinions but also their precise spatial location associated with each response. This makes the method particularly suitable for topics where spatial context is essential, such as transportation, safety, quality of public spaces, environmental issues, or spatial and urban development. In practice, geoparticipation is often implemented as an extension of a traditional questionnaire enriched with spatial questions.

The method is not intended to produce statistically representative samples but rather to serve as a targeted participatory survey whose main value lies in identifying specific locations and issues that are typically absent from administrative datasets or difficult to detect through conventional means. The collected responses provide valuable supporting evidence for municipal and regional authorities when making strategic decisions informed by public opinion.

The key features in a nutshell

The fundamental characteristic of geoparticipation is the active involvement of citizens in the collection of spatial data through a simple map‑based application. The method supports mapping of points, lines, and polygons, with each spatial entry accompanied by a textual comment and, where applicable, a predefined thematic category specified by the research designer.

Geoparticipation can be used as a standalone research tool or as an extension of a traditional questionnaire by adding a spatial dimension. It is applicable across diverse respondent groups and, due to its intuitive design, is suitable for both technically skilled users and lay participants without advanced IT knowledge. Data collection can take place entirely online via a publicly accessible map application or directly in the field using tablets or mobile phones under the guidance of trained facilitators.

Typical topics include perceived safety and fear, positively and negatively perceived places, proposals for urban development (parks, playgrounds, greenery, benches), problematic traffic situations, noise, pollution, or parking issues. The method enables the collection of data that are otherwise largely unavailable and creates an important bridge between expert planning practices and the everyday experiences of residents.

 

How does the format work?

Implementing a geoparticipatory mapping project requires careful preparation of the methodology, technical solution, and survey questions. Equally important is the selection of the mapping location and the target group of respondents. A key methodological decision concerns the choice of geometry type—whether respondents will map only points or also lines and polygons. While point mapping is user‑friendly and efficient, lines and polygons allow for more precise representation of phenomena but place higher demands on user orientation and subsequent data processing.

The selection of an appropriate base map is equally critical. In some cases, orthophotos are preferable, while in others topographic maps or detailed urban plans are more suitable. An inadequately chosen base map can significantly reduce the quality of the mapped data. Each mapped feature should include a mandatory description and ideally a thematic category to facilitate later analysis, as spatial clicks without contextual information have limited interpretative value.

It is recommended to use widely familiar map backgrounds to ensure respondents feel comfortable using an interface similar to everyday map applications.

Geoparticipation is best combined with a short non‑spatial questionnaire integrated into the same tool. This usually includes questions on overall satisfaction with the topic and basic sociodemographic information (e.g., age, gender). In some cases, information about the respondent’s place of residence is also collected, typically in a partially anonymized form (such as city district or street), to distinguish between local residents and visitors to the area.

From a technical perspective, only a limited number of tools currently support geoparticipation. Basic scenarios can be implemented using tools such as Survey123; however, more complex logic usually requires the development of a custom solution. While specialized PPGIS platforms are used internationally, none offer a universally applicable solution. In exceptional cases, digital data collection may be supplemented by paper‑based methods (e.g., for seniors or young children), although subsequent data integration is both methodologically and technically demanding.

In the Czech Republic, a specialized company (https://www.pocitovemapy.cz/) develops and implements customized web environments tailored to specific formats, locations, and thematic requirements.

 

Role of Participants

The academic sector typically ensures methodological design, selection of technical solutions, configuration of the mapping application, and subsequent data processing and evaluation using GIS. Its role also includes interpretation of results and preparation of outputs understandable to both public authorities and the general public.

Municipalities or regions define the thematic focus, specify practical decision‑making questions, and ensure communication with citizens, particularly through promotion of data collection via websites and social media. Citizens contribute local knowledge and experiences that are not available in official datasets. In some cases, targeting specific population groups—such as primary school children when mapping safe routes to school—can be particularly beneficial.

In general, the greater the number and diversity of responses collected within a given area, the more robust and valid the results can be considered.

 

Benefits for participations

The principal benefit of geoparticipation lies in its ability to generate unique spatial data that are otherwise largely unavailable. The collected data represent respondents’ opinions linked to precise spatial locations. A higher concentration of responses in a given location increases the credibility of the findings.

The method enables precise localization of problems and their qualitative description directly from the perspective of residents. For public authorities, geoparticipation represents a fast and flexible tool for identifying priorities and local issues. For academia, it offers significant opportunities for applied research and collaboration with public administration. Students benefit from working with real‑world data and participating in projects with direct practical impact.

 

Challenges (and ways to address them)

A fundamental limitation of geoparticipation is the non‑representative nature of the respondent sample and the risk of collecting a low number of responses. Results must therefore be interpreted as exploratory rather than statistically representative. This limitation can be partially mitigated through targeted promotion and involvement of local institutions.

Additional challenges include the technical and methodological complexity of project preparation, particularly when developing custom solutions, as well as issues related to data privacy and anonymization when combining spatial and personal information.

 

Tasks and Resources

Geoparticipatory projects are both time‑ and expertise‑intensive. Preparation typically takes approximately one month, data collection another month, and evaluation at least one month. The overall project duration therefore usually spans around three months.

In terms of funding, geoparticipation is most commonly implemented through contractual research or close collaboration with municipalities. Universities are generally unable to provide such services free of charge, as they require experienced teams and adequate technical infrastructure.

 

Example

In recent years, Palacký University Olomouc has implemented a number of geoparticipatory projects, including mapping urban temperature phenomena in the city of Olomouc, monitoring mosquito occurrence in the Litovelské Pomoraví Protected Landscape Area, emotional maps of perceived fear, and the Safe Route to School project focusing on problematic traffic situations from the perspective of primary school children. Additional public outputs are available through specialized web portals dedicated to emotional mapping in the city of Olomouc.

 

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

How to Connect Research Expertise with Policy-Decision Making

Summary: Key Features in a Nutshell

●        Objective: To create a clear framework for effectively connecting academic research with policy development, ensuring that research data is used to inform local decisions

●        Approach: Strategies include regular engagement between researchers and policymakers, data dissemination through interactive workshops and consultations, and leveraging digital platforms to ensure continuous feedback

●        Outcome: The development of data-driven policies that align with local development goals, improving public services, economic growth, and sustainability at the regional level

 


Description

Connecting research expertise with policymaking at local levels is essential for ensuring that academic knowledge directly informs policy decisions that affect regional development. The process involves bridging the gap between scientific research and practical, actionable solutions that policymakers can implement. By integrating research into decision-making processes, it becomes possible to create evidence-based policies that are not only grounded in data but also tailored to address local needs. This contribution explores strategies for connecting researchers with local policymakers, facilitating effective communication, and utilising research data to shape policy decisions.

 

How does the format work?

1.       Researcher-policymaker interaction. The process is typically initiated and coordinated by knowledge exchange managers or research managers within the university who act as intermediaries between researchers and policymakers. They establish regular communication channels – such as interactive workshops, consultation sessions or collaborative planning meetings – where researchers are invited to present evidence and data that can directly inform local policy decisions.

2.       Using research data to influence policymaking at local levels. A critical component of this process is ensuring that research data be relevant and accessible to policymakers. This can be achieved through the creation of policy briefs, data visualisation tools, and interactive reports that distill complex research findings into actionable insights. Researchers can work with local governments to highlight key findings that address specific regional issues such as sustainability, economic development, and public health. For instance, researchers from the University of Granada could present socioeconomic research on local development trends linked to green and digital transitions, such as sustainable land use, climate adaptation, the digitalisation of public services or the digital divide, as well as research on archaeological heritage preservation, and offer data-driven recommendations that align with policy goals for urban renewal or cultural conservation.

3.       Feedback and continuous engagement. A successful research-policy connection requires ongoing engagement. Researchers should not only share their findings but also actively participate in the policy implementation process. This can be done through dialogue-oriented follow-up consultations, such as meetings or workshops with policymakers, which may be complemented by written feedback or short analytical notes. These interactions allow researchers to assess how their evidence has been applied and to adjust strategies accordingly. Continuous interaction between researchers and policymakers enables policies to be refined as new data emerges, ensuring that decisions remain flexible and responsive to evolving local needs.

4.       Using digital platforms for ongoing interaction. Digital platforms, such as the Impronta Granada website, play a crucial role in maintaining visibility for research projects and ensuring that research findings be continuously accessible to local stakeholders. For example, platforms like these allow researchers to share project updates, findings, and recommendations, making it easy for local policymakers to track research progress and align their policy decisions with the most current data.

 

Challenges

●        Complexity of research data. Academic research can often be complex, and translating it into clear, actionable policy recommendations for local governments can be challenging. Ensuring that researchers are able to simplify their findings while maintaining their scientific integrity is key to this process. For example, quantitative research on soil health, climate adaptation, or digital inclusion may need to be translated into clear indicators, visual summaries or policy briefs that highlight implications for local planning or service provision, rather than detailed methodological explanations.

●        Stakeholder engagement. Engaging policymakers in the research process is not always straightforward. Local authorities may have competing priorities, and integrating research expertise into policy frameworks may require significant effort to overcome bureaucratic barriers.

 

Tasks and resources

Scientists

●        Tasks

○        Present research findings

○        Create policy briefs

○        Engage in collaborative workshops with policymakers

●        Required resources

○        Time for research dissemination and participation in events

○        Communication tools for presenting research data to policymakers

Knowledge exchange managers and research managers

●        Tasks

○        Coordinate researcher involvement with local policymakers

○        Facilitate workshops

○        Ensure that research is accessible and relevant to local governance needs

●        Required resources

○        Digital platforms for research dissemination and ongoing feedback

○        Facilitation support for organizing collaborative workshops and consultations

Policymakers

●        Tasks

o   Integrate research data into local policies and allocate resources for research-driven initiatives.

●        Required resources

○        Policy expertise to interpret research data and incorporate it into decision making

○        Financial and administrative resources to support research applications in local development projects

 

Examples

UGR County Councils refers to the initiative led by the University of Granada (UGR) under the Erasmus+ ENGAGEgreen project, aiming to foster collaboration between academic researchers, local governments, and community stakeholders. This initiative focuses on addressing regional challenges through co-created, research-driven solutions. The Second Impronta Granada Meeting is the third pilot event organised by UGR as part of this project, bringing together researchers, policymakers, and local communities to discuss and develop strategies for sustainable development in rural and urban areas

The UGR County Councils initiative played a crucial role in connecting researchers with policymakers. Through online preparatory meetings and interactive workshops, the initiative was coordinated by the University of Granada through its knowledge exchange structures, which invited UGR researchers to showcase their research projects. These projects were mapped in an Excel database and shared through the Impronta Granada website. The website allowed policymakers to view actor profiles of UGR researchers, filter them by county council, and understand how their research aligned with territorial development needs. These efforts culminated in the Second Impronta Granada Meeting, where researchers presented their projects in micropresentations, directly engaging with local governments and businesses to discuss real-world applications of their findings. This process ensured that research data was accessible, visible, and integrated into the policy-making process at local levels.

 

Sources and further reading

 

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

Pooling Resources, Leveraging Policy Impact

How Universities Can Collaborate with Think Tanks, NGOs, and Foundations

Summary: Key features in a nutshell

  • Researchers at universities can benefit from collaboration with think tanks, NGOs, or foundations by jointly organizing policy events, co-publishing policy-relevant research findings, pursuing staff exchange placements, or pooling resources in terms of expertise, funding, and support capacity.
  • While scientists at universities contribute evidence through original research or a thorough synthesis of academic literature, policy experts at think tanks, NGOs, and foundations can translate academic findings into policy-relevant formats and identify appropriate target audiences and windows of opportunity.
  • Think tanks, NGOs, and foundations are diverse entities. Think tanks range from advocacy-oriented institutes to academic research centers and contract research organizations. NGOs encompass advocacy organizations, service delivery bodies, professional associations, and business associations. Foundations provide grants to NGOs or research institutions and may also publish policy analyses or organize policy events.
  • Collaboration works best when joint goals are clearly defined, reputational risks are assessed in advance, and practical arrangements—such as cost-sharing and publication rights—are agreed upon before collaboration begins.
  • Collaboration with think tanks, NGOs, and foundations is an effective way to achieve impact as required by funding organizations.

 

Why collaborate? Challenges scientists face when engaging with policymakers

Research at universities is structured around projects that produce original research and thorough syntheses of academic literature. Scientists publish their findings in peer-reviewed journals but often face three recurring challenges when seeking to engage with policymakers:

Challenge 1: Communicating research findings effectively. Researchers tend to use scientific jargon and are often unfamiliar with the language and conventions of policy. Formats such as policy briefs or policy events differ substantially from academic publications or academic conferences.

Challenge 2: Identifying windows of opportunity. Knowing when to communicate findings requires regularly following policy debates, a time-consuming task. Scientists typically lack access to the tacit knowledge embedded in policymaking institutions.

Challenge 3: Reaching the right policymakers. Mapping relevant target groups by browsing parliamentary committees and organizational charts of ministries, European Commission directorates-general, or political parties is a demanding and time-intensive task.

By collaborating with think tanks, NGOs, and foundations, scientists can save time and resources while amplifying their policy impact. These organizations interact with policymakers regularly and enjoy a degree of visibility that most scientists or academic institutions struggle to achieve independently. Policy experts at think tanks, NGOs, and foundations closely monitor policy debates, know whom to approach, and are familiar with the language and framings that resonate in policy contexts. Rather than investing time and resources in publications or events that go unnoticed by policymakers, scientists can conduct research, publish findings, and organize policy events in collaboration with these organizations.

Challenge 4: Scarcity of resources. Activities such as organizing policy events (especially in capitals), engagement, dissemination, networking, or fundraising can be very expensive and time-consuming. Sharing costs, staff time, or infrastructure for specific activities, such as events or publications, can drastically reduce the total cost per partner.

 

What forms can collaboration take?

Collaboration between universities and think tanks, NGOs, and foundations can take several forms, ranging from low-commitment to high-commitment arrangements:

  • Joint publications: Coauthoring policy briefs, reports, blog posts, or factsheets; the university contributes evidence; the partner organization contributes policy framing and dissemination reach
  • Joint events: Co-organizing panel discussions, background briefings, parliamentary breakfasts, and workshops; the university contributes scientific credibility; the partner organization contributes its network and access to policymakers
  • Staff exchanges and secondments: Researchers spend time at a think tank, NGO, or foundation to gain firsthand experience of the policy process; this is particularly valuable for early-career researchers
  • Research collaboration: Jointly designing and conducting research projects, with the partner organization contributing policy-relevant research questions and access to policymaking stakeholders
  • Shared knowledge and data platforms: Jointly maintained databases, evidence repositories, and policy tracking tools that reduce repeated data collection and allow all partners to draw from a common evidence base
  • Long-term strategic alliances or frameworks: Instead of project-by-project collaboration, partners establish umbrella agreements that allow repeated cooperation (events, outputs, funding bids) without renegotiating administrative details each time. For instance, these agreements could foresee:
    • Shared project management offices (PMOs): Partners establish a joint coordination unit responsible for timeline management, deliverables tracking, reporting, and risk monitoring across multiple joint activities; this reduces duplication of project coordination roles in each organization
    • Shared administrative services (“back-office pooling”): Organizations pool functions such as finance, procurement, contracting, HR administration, or compliance management for joint projects; this reduces overhead costs and avoids parallel administrative workflows.
    • Joint communications and dissemination units: A shared comms function handles policy briefs, press outreach, newsletters, and social media for joint work, ensuring consistent messaging while reducing duplicated communication staff effort
    • Coordinated event logistics teams: Rather than each organization separately managing venues, catering, invitations, and registrations, a shared operational team (or rotating lead) manages all event logistics across partners.

Collaborations can be temporary (e.g. a single joint event) or long-term (e.g., series of events or publications, joint projects, or a strategic alliance).

How to find suitable partners: A starting point

Researchers and research managers can identify potential partners via the following routes:

  • Websites like EU Agenda, Euractiv, and International Geneva list policy events and policy publications by various actors; similar websites exist at the national level but only in some European countries (e.g., Smart Thinking in the UK or Political in Germany); attending policy events in your field is one of the most effective ways to identify and informally assess potential partners
  • Directories like the Open Think Tank Directory, NGO base, Philanthropy Europe Association, or the EU Transparency Register list numerous organizations that might offer collaboration opportunities; similar websites might also exist on the national level

Assessing a potential partner: Key questions

Before approaching a potential partner, researchers and research managers should work through the following questions:

On quality and reputation

  • Participants and partners: What types of events does it organize? Have policymakers attended its events? Can it count on a valuable network of partners?
  • Independence and governance: Does the organization have a clear political orientation or affiliation? Is it funded by industry, political parties, or business associations?
  • Quality: does the organization have valuable Quality Assessment tools and procedures in place? What kinds of publications does the organization produce (policy briefs, reports, blog posts, factsheets)? Are the content and quality convincing?

On fit and feasibility

  • Does the organization work on policy issues in your area of expertise?
  • Does it publish joint publications or welcome guest contributions? Does it co-organize events with external partners?
  • Is the organization active and visible? Is it posting regularly on social media, with content that is shared and engaged with?
  • Do both organizations define “policy impact” in the same way (e.g., legislative change, public debate, implementation)?
  • Is there alignment on policy positions, or at least on the degree of advocacy vs neutrality expected?
  • Does the organization typically work at the same governance level (EU, national, local), or would coordination be cross-scale and complex?
  • Are timelines compatible (academic research cycles vs. policy cycles vs. funding cycles)?
  • Is there flexibility to adapt outputs mid-project if policy developments change direction?
  • Does the organization have experience working with academic partners, or will there be a steep learning curve?

On practical arrangements:

  • Does the collaboration involve cost-sharing? What costs need to be covered, and what is your budget?
  • Who decides on the structure, layout, and publication dates of joint outputs? Who controls the guest list for events?
  • Does a cooperation agreement need to be signed? Is there an official policy on logo use and institutional attribution?
  • What happens in the case of disagreement over framing, conclusions, or recommendations?
  • Who owns jointly produced outputs, and under what license can they be reused?
  • How are indirect costs (overheads, admin time, institutional costs) covered?
  • Are budget reallocations possible if project needs change?
  • Are there conflict-of-interest disclosures required by any partner or funder?
  • What safeguards exist to ensure independence of analysis and findings?
  • Who has the final say on public messaging and media communication?
  • Under what conditions can a partner withdraw from the collaboration?

Warning signs: When to be cautious

Not all potential partners are equally suitable. Researchers should exercise caution when

  • An organization’s funding sources are opaque or dominated by industry interests whose positions conflict with independent scientific evidence
  • An organization is closely affiliated with a political party or ideological movement in ways that could compromise the perceived neutrality of the research
  • An organization expects researchers to endorse predetermined policy positions rather than contributing independent evidence
  • An organization has a weak or inconsistent publication or visibility record, suggesting limited reach or impact
  • The collaboration agreement gives the partner organization sole control over the framing, editing, or publication of joint outputs

Process overview: From first idea to active collaboration

The following sequence describes a typical pathway from initial interest to active collaboration. It is intended as a flexible guide, not a rigid protocol.

  1. Step 1: Define your goal. Clarify what you want to achieve: impact in terms of policy change, increased visibility among policymakers, joint research, or access to a partner’s network and events.
  2. Step 2: Map the landscape. Identify think tanks, NGOs, or foundations active in your policy area using the routes described above.
  3. Step 3: Assess potential partners. Work through the guiding questions above. Prioritize organizations whose publication quality, political independence, and working style align with your own.
  4. Step 4: Make initial contact. Reach out informally by attending an event, responding to a publication, or requesting a brief introductory meeting. Collaboration is more likely to succeed if it grows out of a genuine shared interest rather than a cold institutional approach.
  5. Step 5: Agree on the collaboration format. Decide together on the type of collaboration (joint publication, event, research project), the division of tasks, cost-sharing arrangements, and any formal agreements required.
  6. Step 6: Implement and evaluate. Carry out the collaboration, document lessons learned, and assess whether the collaboration achieved its intended goals. Successful collaborations often become the foundation for longer-term partnerships.

Roles and responsibilities in collaboration

The following overview describes the typical tasks and contributions of each stakeholder group in a university-think tank, university-NGO, or university-foundation collaboration.

  • Scientific lead role (universities)
  • Policy translation and engagement role (think tanks / NGOs / foundations)
  • Coordination and operational management role (research managers / PMOs / secretariats)
  • Stakeholder interface role (joint responsibility but often led by external partners)
  • Governance and decision-making role (shared or assigned structures)
  • Funding and compliance responsibility (often hybrid but needs clarity)

Universities / research centers / academies

Universities primarily take responsibility for scientific leadership and the integrity of the evidence base. Scientists contribute the core evidence base, original research findings, or syntheses of academic literature. A key adaptation required of scientists is to shift from academic to policy-oriented communication: while academic publications foreground methodology and theoretical debate, policy-oriented outputs emphasize practical applicability and concrete recommendations. Scientists also need to adapt their timing: whereas research projects unfold over months or years, think tanks, NGOs, and foundations typically time their outputs to align with current policy debates and legislative calendars. Scientists benefit most from collaboration when they are willing to invest time in understanding their partner organization’s working culture and communication conventions.

Knowledge exchange officers / research managers

Research managers play a central coordinating role. They can map potential partners by assessing the quality, reach, and policy impact of their publications and events. They carry responsibility for operational delivery. They ensure that timelines, reporting requirements, and administrative processes are met, and they coordinate communication across institutions. They also manage budgets, contractual arrangements, and compliance obligations, providing continuity across partners and reducing administrative duplication. They handle legal and organizational matters like cooperation agreements, logo placement, cost-sharing arrangements, and institutional approval processes. They also serve as a bridge between the scientific team and the partner organization, helping to manage expectations and to ensure that timelines and deliverables are realistic for both sides.

Think tanks/ NGOs / foundations

Think tanks, NGOs, and foundations typically assume responsibility for policy translation and external engagement. They shape academic findings into formats that are usable in decision-making contexts, ensure that outputs are aligned with policy debates and timing, and lead or colead stakeholder outreach and dissemination. They also contribute policy intelligence by identifying relevant audiences and opportunities for engagement, helping to ensure that research is not only accurate but also strategically positioned to have impact.

Policymakers and other external stakeholders

Policymakers and their staff benefit from collaborations that produce timely, accessible, and actionable evidence. They are not operational partners in the collaboration but serve as the primary end users of the outputs. Their role is to define policy needs, provide feedback on relevance, and engage with evidence through consultations or policy processes. They are most likely to engage when outputs are framed around their specific decision-making needs and timed to coincide with relevant legislative or budgetary processes.

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

Case Study on the Local Health Contracts in France

Case Study on the Local Health Contracts in France and in the context of the SHAPE-med@Lyon project

 

What is the format about

A local health contract is an agreement between a local authority (city, metropolitan area, community of municipalities) and the Regional Health Agency. The objective is to adapt public health policies to the real needs of the local population, taking into account their specific characteristics. This multistakeholder governance model is central to the link between research and policy.

There are two priority objectives for local areas:

=> To reduce social and territorial health inequalities

=> To implement solutions for local healthcare provision.

The local health contracts (CLS) contribute to the development of local health dynamics. They enable the Regional Health Agency’s project to be aligned with the expectations of local authorities in order to implement actions that are as close as possible to the population.

Unlike major national strategies, local health contracts operate on the local level, aiming to reduce social and regional health inequalities and improve access to care.

 

How does it work

The Local Health Contract operates primarily on the basis of a shared regional diagnosis. Local stakeholders, universities (including scientists), healthcare professionals, associations, and residents participate in analyzing the health situation: the population’s state of health, living conditions, access to care, etc. This diagnosis makes it possible to define priorities for activity that is tailored to current conditions on the local level.

Once the strategy has been established, the local authority and the Regional Health Agency sign a contract that is valid for an average of five years. The contract covers several strategic areas (prevention, mental health, environmental health, youth health, etc.) and sets out a series of practical actions.

In Lyon, for example, the Local Health Contract for 2022-27 presents more than 40 actions organized around four main areas and a cross-cutting focus on environmental health.

The Local Health Contracts are managed by a steering committee that includes representatives from the city, the Regional Health Agency, and the partners involved, while scientific bodies (such as the Local Health Scientific Council in Lyon) provide independent expertise.

 

Challenges and how to address them

Implementing a Local Health Contract raises several challenges:

The first one is Concertation, because bringing together institutions, associations, residents, and researchers in one place requires a considerable capacity for coordination.  This concertation is generally organized by the local authorities and the regional health agency.

Furthermore, priorities are not always shared, and a balance must be found between political demands and scientific realities.  Researchers are essential for providing data-based expertise, helping analyze regional health determinants, and evaluating the impact of actions taken. Their key mission is to ensure methodological rigor and to provide scientific knowledge for public decision making.

Another challenge concerns knowledge of the region, as this requires a solid diagnosis. There are, of course, funding limitations, as the Local Health Contracts is based on a multiannual contract, while local authority budgets can change with political cycles.

Finally, the evaluation of the efficiency of a local health policy requires tools shared between partners.

These difficulties help to explain why the SHAPE-med@lyon project in Lyon was created, which aims to bring together research, innovation, and regional leadership. The goal is to support the Local Heath Contracts with scientific data to build a shared culture of evaluation.

 

Tasks and resources

The success of a Local Health Contract relies on a number of coordinated stages:

First, there is a mobilization phase in which the various stakeholders commit to working together to build the project. This dynamic partnership, particularly between researchers and policymakers, is essential to guarantee sustainability beyond political cycles.

Then, a local diagnosis is carried out by both the local authorities and the regional health agency with the researchers’ expertise, combining all types of data. Based on this diagnosis, the steering committee defines priority areas and targets for action: these will be assigned to specific managers, with dedicated resources and identified managers.

Once the contract is signed, operational implementation begins: coordination between institutions, launch of actions, etc.

Among the examples of action, we can highlight SONAR@lyon, a Nature-Based Solutions Observatory that uses a One Health Approach in the Lyon metropolitan area, a project supervised by Ms. Caillaud from Lumière University: https://greps.univ-lyon2.fr/projets/projets-nationaux/sonarlyon

Throughout the process, regular reviews allow for adjustments to be made to the measures, certain things to be corrected, and successes to be built on.

 

Ressources 

https://www.univ-lyon2.fr/universite/shape-medlyon

https://www.ars.sante.fr/les-contrats-locaux-de-sante

https://www.lyon.fr/actions-et-projets/les-plans-daction-strategiques/le-contrat-local-de-sante

Sustained Engagement in Science-Policy Dialogue through UGR County Councils

Summary: Key features in a nutshell

  • Long-term engagement built around regional governance structures rather than single events
  • Regular interaction between researchers, policymakers, and local stakeholders
  • Combination of online coordination, in-person meetings, and public-facing activities
  • Strong institutional anchoring within the University of Granada and its social innovation strategy

 

Description

Sustained engagement refers to the ability to maintain long-term, continuous, and meaningful interaction between researchers, policymakers, and societal actors beyond isolated dialogue events. Within the framework of the Erasmus + ENGAGEgreen project, the UGR County Councils represent a governance-oriented approach designed to embed science-policy dialogue into regional structures, ensuring continuity over time. Rather than relying on one-off consultations, this model seeks to institutionalize engagement as a permanent process, aligned with regional priorities and supported by the University of Granada (UGR).

 

How does the format work?

The sustained engagement model of the UGR County Councils operates as a progressive and cumulative process. Regional challenges are jointly identified with local governments and stakeholders and then connected to relevant research expertise within the university. Engagement is maintained through recurring meetings, thematic working sessions, preparatory online workshops, and large-scale dialogue events such as the Impronta Granada Meetings. Digital tools support continuity by preserving institutional memory, ensuring visibility of actors and projects, and enabling ongoing interaction between events. Over time, this format allows relationships to mature and trust to be built, which is essential for effective science-policy collaboration.

 

Challenges

Achieving sustained engagement in science-policy dialogue is inherently challenging. One of the main difficulties lies in maintaining long-term commitment by both researchers and policymakers whose priorities, workloads, and institutional contexts may change over time. Political cycles, staff turnover, and limited incentives for academic engagement can disrupt continuity. Additionally, sustained engagement requires moving beyond short-term outputs and accepting that impact often emerges gradually, which may conflict with expectations for immediate results. Addressing these challenges requires stable coordination structures, institutional support, and clear long-term objectives.

 

Tasks and resources

Scientists

  • Tasks
    • Contribute research expertise aligned with regional challenges identified through the UGR County Councils
    • Participate in recurring dialogue activities (meetings, workshops, consultations) over time
    • Adapt research outputs to policy-relevant formats and long-term territorial priorities
  • Required Resources
    • Time allocated to sustained engagement beyond single events
    • Institutional recognition of science-policy dialogue activities
    • Communication and knowledge-sharing tools to interact with policymakers and stakeholders.

Knowledge exchange managers and research managers

  • Tasks
    • Coordinate sustained interaction between researchers, policymakers, and regional stakeholders
    • Facilitate dialogue processes, preparatory meetings, and follow-up activities
    • Translate research outputs into accessible, policy-relevant formats
    • Ensure continuity, documentation, and institutional memory across political and academic cycles
  • Required Resources
    • Dedicated staff time for coordination and facilitation
    • Digital platforms and tools to support communication, documentation, and visibility
    • Institutional support to maintain long-term engagement structures

Policymakers

  • Tasks
    • Identify and articulate medium- and long-term regional needs
    • Engage regularly with researchers through the UGR County Councils framework
    • Integrate research-based insights into local strategies and policy processes.
  • Required Resources
    • Time for participation in ongoing dialogue processes
    • Political and administrative support to ensure continuity across policy cycles
    • Access to synthesized research evidence relevant to territorial decision-making

 

How is the format conducted?

Sustained engagement within the UGR County Councils is conducted through a sequence of recurring activities that combine preparatory online meetings, in-person dialogue events, and continuous coordination between the University of Granada and regional actors. Interaction is distributed over time through periodic meetings, thematic working sessions, and large-scale encounters such as the Impronta Granada Meetings. This approach allows relationships between researchers, policymakers, and other stakeholders to mature gradually, supporting trust-building, shared learning, and the progressive alignment of research expertise with regional priorities.

 

Available resources (what are the main tasks?)

Researchers contribute by sharing ongoing research aligned with territorial challenges and by participating in dialogue processes over time. Knowledge exchange managers and research managers coordinate interaction between actors, facilitate meetings, translate research outputs into accessible formats, and ensure continuity and documentation across political and academic cycles. Policymakers articulate regional priorities, participate regularly in dialogue activities, and integrate research-based insights into local strategies and decision-making processes. The format relies on sustained coordination capacity, institutional support from the University of Granada, and digital tools that enable communication, visibility, and follow-up.

 

What works? What doesn’t? (Lessons learnt)

What works is the progressive consolidation of the UGR County Councils as stable governance structures for science-policy dialogue. During 2025, several milestones demonstrated growing participation, institutional anchoring, and public visibility. The initiative was officially launched in January 2025 at the First Impronta Granada Meeting, bringing together more than 80 UGR researchers and local representatives. In July 2025, the First County Councils Regional Meeting (Costa Tropical) strengthened cross-council dialogue, showcased ongoing projects, and fostered closer cooperation between municipalities and researchers. Two interactive working sessions held in November 2025 enabled representatives of the ten councils to review priorities, share knowledge, and prepare the December meeting. These efforts culminated in the Second Impronta Granada Meeting (December 2025, Loja), a major in-person gathering with thematic working tables on mobility, rural women, employment, agriculture, and sustainability, consolidating the Councils as an active governance network. Complementary scientific and regional activities, such as seminars addressing concrete local needs, further reinforced the regional ecosystem.

From a communication perspective, sustained engagement is reinforced by the use of institutional communication channels managed by Medialab UGR, Social Innovation Lab of the University of Granada, such as the Impronta Granada website, social media profiles (Medialab UGR’s LinkedIn  account, Impronta Granada’s Instagram account, Medialab UGR’s Instagram account, Medialab X’s account, Impronta Granada’s X account), and audio dissemination channels (Radiolab UGR’s Spreaker Account and Radiolab UGR’s Spotify account. As these channels are structurally embedded within the University, they remain active beyond the duration of individual projects, contributing to the long-term sustainability of the initiative. Participants regularly use these platforms to disseminate activities, announce science-policy dialogue events, and share territorial initiatives related to research and public decision making. This continuous use of shared communication spaces strengthens visibility, facilitates coordination among actors, and supports the consolidation of the UGR County Councils as a permanent science-policy interface at the territorial level.

Continuing challenges are sustaining long-term engagement in the face of academic workloads, changing political cycles, and the need for stable incentives and institutional support to ensure continuity beyond individual events.

How the activities evaluated?

Evaluation of sustained engagement is structured around short-, medium-, and long-term objectives.

In the short term (by 2026), evaluation focuses on the consolidation of ten County Councils as stable governance structures representing all regions of Granada, the active participation of more than 200 stakeholders (including researchers, policymakers, businesspeople, and citizens), the creation of at least two pilot projects addressing regional priorities such as sustainable mobility, rural depopulation, cultural heritage, and agro-ecological innovation, and the strengthening of the institutional image of the University of Granada as a leader in social innovation and regional collaboration. These aspects are assessed through participation data and impact evaluation surveys.

In the medium term (2026–2030), evaluation looks at the creation of Impronta Regional Development Centers in collaboration with the Diputación de Granada, the integration of the County Councils as a permanent advisory and cooperation mechanism within the University’s governance model, the increased inclusion of regional challenges in research, innovation, and teaching agendas, and the strengthening of alliances with regional and European institutions to cofund and scale initiatives.

In the long term (beyond 2030), evaluation focuses on the institutionalization of the County Councils as a transferable model of university-community collaboration, the consolidation and expansion of the Impronta Regional Development Centers as long-term infrastructural nodes for regional innovation and civic collaboration, and their contribution to the Sustainable Development Goals and the Andalusian Smart Specialization Strategy, embedding sustainability and participation into public decision making.

 

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

Introduction to The Public Factory

Description

The Public Factory is a structure that opened in Lyon at the start of the 2018 academic year. The Public Factory offers modular, user-friendly spaces for student and teaching communities, as well as local stakeholders (government departments, local authorities, businesses, associations). The Public Factory is made up of a range of spaces where people can meet, get together, and take part in events, as well as learning, sharing, and debating.

 

What is the format about?

Its aim is to develop a scientific, artistic, and civic program in line with the activities of the school, Science Po Lyon and its Foundation, but it was also created on the basis of a Political Science teaching program designed to involve fourth-year students in concrete and complex issues of general interest to which the humanities and social sciences can provide useful food for thought and answers.

The aim of the Public Factory is to create links between students, researchers, policymakers (state, local and hospital civil servants, institutions, elected representatives), semi-public and socioeconomic players around issues of transforming public action. The University of Lyon 2, the IAE Lyon 3, the ENS, and the University of Lyon also participate by mobilizing their students for certain projects while developing a science, arts, and civic program linked to the activities of the school, Science Po Lyon and its Foundation.

Over a period of six years, the Public Factory has carried out nearly 50 projects involving more than 300 students and 40 different partners. Every year, around a hundred students work with local authorities, government departments, businesses, and associations that are committed to tackling issues of public interest.

 

How does the format work?

Public Factory projects are carried out in the form of action training. They are based on phases of research and immersion in the field, enabling students to meet the various players involved in or impacted by the theme of the project. This is a pedagogical method of in-situation training with an enhanced creative and professional dimension. The common theme is the action-research approach to teaching by Kurt Lewin.

 

More concretely, here are the different steps in a Public Factory project

1) Each year, there is a call for expressions of interest concerning public policy projects.

When the request is received, the problem is approached and rethought in consultation with the teams at the Public Factory and the lecturers. This is the step of collaborative work and redefinition of the scope of intervention and expectations.

Parallel to this, students form groups of eight to ten students from September to April (out of a total of around 100 students).

2) The central idea is to immerse the project teams in the field to understand how the various stakeholders experience the chosen problem. Parallel to this, the project teams draw up a literature review to guide their work through the literature relevant to their subject.

3) Finally, a feedback session is organized for each project, giving the students the opportunity to present their conclusions and recommendations to all the partners, teachers, and professionals present. Each year, we can count on around 15 projects for around 100 students. The results of the work are free, as the Public Factory wishes to be part of the knowledge commons.

 

Examples

Public Factory website: https://www.sciencespo-lyon.fr/public-factory/

Projects for the year 2025-26: sciencespo-lyon.fr/public-factory/dispositif-pedagogique/projets-de-lannee-en-cours-2/

 

Sources and further reading

Action-Research and Kurt Lewin: https://cedrea.net/La-demarche-de-recherche-action-une-rupture-epistemologique

 

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

Drought: A Comprehensive Approach from the Peninsula

A Practical Example of Science-Policy Dialogue for Territorial Drought Governance.

Description

This contribution presents a structured example of a science-policy webinar format applied to a highly sensitive societal challenge: drought and water scarcity in Spain. The webinar “Drought: A Comprehensive Approach from the Peninsula (Sequía: un abordaje integral desde la Península Ibérica) was organized at a time of relative calm, when the slowdown in the depletion of water reserves created the illusion that the emergency had eased.  The structural and environmental conditions behind drought remain unchanged, however, reinforcing the need to reflect precisely during these brief periods of apparent normality. The session proposed an integral perspective that brings together natural and social knowledge, compares territorial realities and, above all, fosters direct dialogue between scientists and policymakers. Through guiding questions, the webinar explored the question whether scientific insights are reaching political arenas, which barriers public administrations face, and how long-term thinking can be incorporated into decision-making processes typically dominated by short-term urgency.

 

 

Summary:

  • Structural moment of discussion: Held during a temporary respite in drought conditions, enabling medium- and long-term reflections
  • Integral approach: Combines the environmental, social, and territorial dimensions of drought
  • Science-policy interface: Designed to connect researchers and public administrations through a shared set of guiding questions
  • Regional comparison: Incorporates insights from different regions to illustrate diverse challenges and governance contexts
  • Focus on decision-making barriers: Examines obstacles faced by policymakers when implementing research-based recommendations
  • Long-term perspective: Emphasizes the need to move beyond emergency-driven responses toward structural, future-oriented strategies

 

How does the format work?

The session was organized into three consecutive blocks designed to progressively deepen the collective understanding of drought governance:

  1. Shared framing and territorial diagnoses
  2. From challenges to possible solutions
  3. Open dialogue with participants

The moderator played a central role and was explicitly designed to maintain a balanced alternation between scientific perspectives and political viewpoints, preventing disciplinary silos and ensuring a fluid, dynamic exchange. Aglobal-to-local approach was employed: beginning with the structural dimensions of drought under global change, then introducing three territorial contexts (Catalonia, Granada, and Madrid), and finally opening the discussion to thematic experts in governance, ecology, and environmental history.

To guide the debate, the webinar relied on a set of core questions that structured the interaction between speakers. These questions were tailored to each type of participant:

  • For researchers: Are your scientific proposals reaching the political level? What tools or forms of support would you need from public administrations to translate your innovations into practice?
  • For policymakers and public administration representatives: What barriers do you encounter when attempting to integrate academic insights into policy? What were the main difficulties that emerged during the last drought in terms of decision making?
  • For all participants: How can long-term, structural perspectives be incorporated into political environments that often operate under urgent or short timeframes? Would it be feasible or desirable to apply innovations from other territories to your own context?

This format enabled a clear, focused dialogue that linked structural challenges with practical constraints, helping identify common issues and potential avenues for science-policy collaboration.

 

Challenges

  • Time constraints: Limited time reduces the depth of technical exchanges, making it difficult to expand on complex scientific or administrative issues
  • Institutional barriers: Policymakers face structural or administrative constraints that limit the uptake of scientific proposals, even when there is interest or political will
  • Communication gaps: Differences in language, priorities, and timeframes between academia and public administration can hinder mutual understanding
  • Need for focused messages: Clear guidance is required to keep contributions concise and avoid fragmentation of the dialogue
  • Uneven territorial capacities: Regions differ in technical, administrative, and environmental respects, which complicates the transferability of solutions
  • Difficulty integrating long-term perspectives: Structural approaches often clash with short-term political cycles and emergency-driven decision making

 

Tasks and resources

Scientists

  • Prepare concise, policy-relevant summaries of research findings on drought, water management and systemic impacts
  • Provide territorial diagnoses and evidence-based explanations of structural drivers
  • Respond to targeted questions from policymakers and engage in cross-territorial comparison
  • Identify innovations or successful practices that may be transferable to other regions

Knowledge exchange managers and research managers

  • Design the structure of the session, ensuring balanced alternation between scientific and political voices
  • Facilitate communication before, during, and after the event, including follow-up emails and potential collaboration links
  • Prepare guiding questions, contextual framing, and flow (global → regional → local)
  • Support the creation of accessible materials, summaries, and visual resources for the audience

Policymakers

  • Present the institutional and regional context of drought management
  • Identify operational constraints, administrative barriers, and lessons learned from past decision making cycles.
  • Engage with researchers to assess the feasibility of implementing scientific proposals
  • Contribute local experiences that complement scientific evidence

 

Case studies

Webinar “Drought: A Comprehensive Approach from the Peninsula” (Sequía: un abordaje integral desde la Península Ibérica)

  • Date and time: September 24, 2024, 6:00 PM
  • Organized by: Erasmus+ ENGAGEgreen, a joint collaboration between the University of Granada and BETA, from the University of Vic.

 

Participants

  • Nuria Hernández-Mora: PhD in geography, researcher and consultant specializing in water governance, and a member of the Fundación Nueva Cultura del Agua
  • Javier García Martínez: Head of the Urban Water Cycle Service (Servicio del Ciclo Urbano del Agua) at the Provincial Council of Granada
  • José Luis Nieto Bueno: Councilor for Más Madrid in the Madrid City Council and Spokesperson for the Urban Planning, Environment, and Mobility Committee; he holds a PhD in biology.
  • Lorenzo Proia: Coordinator of the Applied Ecology and Global Change Unit at the BETA Technological Center, University of Vic.
  • Fernando Delgado Ramos: Director of Cátedra del Agua at the University of Granada.
  • Antonio Ortega Santos: Full Professor of Contemporary History at the University of Granada.

 

Available resources (what are the main tasks)

 

What worked

  • Alternating science and policy ensured a fluid, dynamic format
  • Comparing regions highlighted shared challenges and contextual differences
  • The moderator played a key role in keeping messages concise and interconnected
  • Shared conclusions emphasized:
    • urgency of systemic, structural approaches
    • participatory governance
    • limits to demand growth
    • water as a commons
    • need for multilevel coordination

 

What doesn’t & lessons learnt

  • Value of territorial diversity: Comparing different regions provided clear added value, revealing both shared structural challenges and region-specific dynamics
  • Global–to–local framing: Moving from overarching structural issues to concrete local cases helped expand the perspectives of all actors and connect scientific evidence to regional realities
  • Role of facilitators: Effective moderation requires a strong understanding of the global context, normative frameworks and the ability to link contributions across disciplines and regions; the mediators or knowledge brokers should have a broad context of the topics and the main debates
  • Foundations for future collaborations: These encounters can initiate new connections between researchers and policymakers, provided follow-up is supported (e.g., exchanging contacts, identifying thematic overlaps, and encouraging continued communication)
  • Transferable innovations: Sharing successful practices and innovations from different regions helps participants identify feasible pathways for improving drought governance in their own contexts
  • Time limitations: Limited time reduces the depth of technical exchanges and may constrain complex discussions
  • Institutional constraints: Policymakers often face structural or administrative barriers that limit the uptake of scientific proposals
  • Need for clear guidance: Providing concise instructions and time limits helps speakers keep their messages focused and ensures a balanced, coherent dialogue

 

How the activities evaluated?

The webinar highlighted the critical and non-postponable nature of the current drought situation, reinforcing the need for structural rather than reactive responses. Dialogue between political and academic spheres proved increasingly permeable, showing that collaborative approaches are both possible and necessary. Participants also stressed that water demand cannot continue to grow, pointing towards the need for a profound structural rethinking of current models.

A key insight was the importance of regional specificity: the challenges faced in Madrid differ significantly from those in smaller municipalities, making local perspectives essential for designing effective policies. Finally, the discussion underscored the relevance of social actor involvement as addressing drought requires engaging communities and local stakeholders in decision-making processes.

 

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

The Twin Transition: Bridging Science and Policy for a Sustainable Future

How does the format work?

The ENGAGEgreen project aims, among other things, to strengthen universities’ capacity to engage in meaningful dialogue with policymakers, fostering equitable collaborations that generate concrete and socially relevant outcomes. Central to the project are the themes addressed in its seminar series: namely, the ecological and digital “twin transition” that constitutes the core focus of ENGAGEgreen.

This document, produced by the team from Ca’ Foscari University of Venice, offers a synthesis and critical re-elaboration of two seminars held with academic experts on topics of particular relevance to the ENGAGEgreen initiative.

The seminars were titled:

A diverse group of scholars, researchers, entrepreneurs, and policymakers contributed to these seminars. The discussions were rich and multifaceted, generating a wide range of insights. At the end of each meeting, several participants were invited to provide written reflections. A number of colleagues agreed to contribute to this collective effort to identify and articulate key factors that can strengthen the connection between scientific research and policymaking processes.

The reflections presented here were guided by a set of questions that grounded the discussion in the concrete experience of the contributors – senior academics with extensive expertise in leading international research projects. The guiding questions were as follows:

  1. Based on your professional knowledge and experience, what kind of cooperation between policymakers on the one hand and academics and researchers on the other is necessary to design and implement effective policies to address the consequences of climate change?
  2. Based on your professional knowledge and experience, what role can financial markets play in supporting the green transition?
  3. Based on your professional knowledge and experience, how can we distinguish between companies that are genuinely committed to the sustainability transition and those that engage in greenwashing practices?
  4. Based on your professional knowledge and experience, do you think the European Commission should review any of the initiatives undertaken so far? If so, in which direction should such revisions be gone?

 

The main themes and insights distilled from the exchange among the experts are found below.

2. Based on your professional knowledge and experience, what kind of cooperation between policymakers on the one hand and academics and researchers on the other is necessary to design and implement effective policies to address the consequences of climate change?

A close, structured, and ongoing cooperation between policymakers and the academic/research community is essential for effective climate change policy. Political decisions should be “informed and supported” by scientific research. Moreover, rigorous scenario analysis – combining climate science, socioeconomic projections, and long-term modelling – must be a core component of any policy dialogue.

More specifically:

  • Interdisciplinary research and scenario analysis as foundation

Researchers must develop robust, evidence-based climate, environmental, and socioeconomic scenarios that policymakers can use to anticipate the impact of different policy paths, assess trade-offs and make informed decisions. Scenario analysis has proven a valuable tool for navigating uncertainty and design resilient climate and adaptation policies.

  • Institutionalized, two-way dialogue mechanisms

Instead of ad hoc consultations, institutional channels (e.g., advisory boards, policy-research consortia, regular working groups) should be established to ensure continuous exchange. This helps new scientific evidence to be integrated and policies to be adapted as knowledge evolves. Reports on bridging science and policy highlight the importance of concise, relevant summaries of scientific findings (policy briefs), to make research usable for decision makers.

  • A holistic assessment of environmental, economic, and social impacts

Effective climate policies require not only the mitigation of emissions but also consideration of economic viability, social equity, resilience, and adaptation. Interdisciplinary research combining environmental science, economics, and the social sciences is crucial.

  • Transparency and stakeholder engagement

Policies designed with input from researchers, civil society, business, and other stakeholders gain legitimacy, reflect a broad perspective, and are more likely to succeed. A collaborative approach increases public trust and enables more equitable, inclusive climate action.

In conclusion, cooperation between policymakers and researchers should be institutional and continuous, combining rigorous scientific analysis (scenarios, modeling, data) with inclusive, interdisciplinary dialogue. Only through such a partnership can climate policies be scientifically sound, socially equitable, economically viable, and adaptive over time.

2. Based on your professional knowledge and experience, what role can financial markets play in supporting the green transition?

Financial markets can – and should – play a central role in enabling the green transition. The points about the necessity of mobilizing funds and diversifying risk, together with the emphasis on financing voluntary mechanisms (carbon credits, biodiversity, restoration), underline two complementary roles: providing resources and incentivizing sustainable investment.

Concretely, financial markets can contribute by

  • Mobilizing capital toward green investments

Instruments such as green bonds, sustainable bonds, and ESG-linked funds channel resources to renewable energy, energy efficiency, clean technologies, circular economy, restoration and other environmentally beneficial projects.

  • Diversifying risk and attracting private investors

By pooling resources and spreading risk across investors, financial markets make green projects more viable. This is particularly important for large-scale or long-term investments, which often require upfront capital and have long payback horizons.

  • Driving innovation and scale-up of sustainable technologies

Through financing mechanisms, markets can support startups and companies developing green technologies – facilitating diffusion of innovations and structural transformation of the economy.

Supporting mechanisms beyond direct investments – e.g., carbon credits, biodiversity credits, restoration finance

Financial support for voluntary environmental measures (carbon offsetting, biodiversity projects, nature-based solutions) can complement regulatory interventions, especially where public resources or regulatory coverage are limited.

  • Embedding environmental risks into financial evaluation and risk management.

Through tools like climate scenario stress-tests and risk assessment frameworks, financial institutions and markets can internalize climate risk, making sustainability part of standard financial decision making.

The effectiveness of finance depends, however, on enabling conditions:

  • Clear regulatory frameworks and definitions (e.g., sustainable activities taxonomy)

Investors need clarity about what counts as “green” or “sustainable” to channel funds credibly.

  • Transparency, disclosure standards, and independent verification

To avoid “greenwashing,” firms and financial products must provide reliable, comparable ESG and impact data. Sustainability reporting and ESG disclosure regime are key.

  • Coordination between public and private capital

Given the scale of investment required for transition – especially in infrastructure, energy, and large-scale environmental projects – public incentives (subsidies, guarantees, regulation) are often necessary to reduce risk and attract private capital.

In conclusion, financial markets are not just passive funders – they can act as enablers and accelerators of the green transition, provided they operate under robust regulatory frameworks, transparency requirements, and a long-term vision of sustainability.

3. Based on your professional knowledge and experience, how can we distinguish between companies that are genuinely committed to the sustainability transition and those that engage in greenwashing practices?

The reasonable view that companies must be properly understood and that clear metrics, standards, and credible certification are essential highlights the core challenge: distinguishing genuine commitment from superficial claims requires sound governance, transparency, and accountability.

Key criteria and mechanisms

  • Mandatory, standardized ESG reporting and disclosure

Companies should publish regular, comparable, and independently verified sustainability reports (environmental, social, governance data), covering emissions, resource use, social impact. This allows stakeholders (investors, regulators, civil society) to judge performance over time.

  • Use of recognized, independent certification schemes and sustainable-finance standards

Instruments like green bonds or sustainability-linked bonds should follow accepted frameworks and be verified by independent third parties, to ensure credibility of the environmental claims.

  • Assessment of “additionality” and genuine impact, not just intentions

It is crucial to evaluate what companies would have done in the absence of “green” labeling; only net improvements compared to a realistic baseline should count.

  • Ongoing monitoring, transparency, and stakeholder scrutiny

Sustainability should not be a one-off advertisement but a continuous commitment: audits, public reporting, stakeholder engagement, and accountability mechanisms must be in place.

  • Alignment with objective, science-based frameworks and regulations

For instance, compliance with the EU Taxonomy for Sustainable Activities can help ascertain whether a company’s activities truly contribute to environmental objectives.

In conclusion, distinguishing genuine sustainability from greenwashing requires a governance infrastructure: standardized reporting, independent verification, impact assessment, accountability, and regulatory alignment. Without these factors, “green” claims risk being nothing more than marketing.

4. Based on your professional knowledge and experience, do you think the European Commission should review any of the initiatives undertaken so far? If so, in which direction should such revisions go?

A review of existing initiatives is justified and, if done properly, could strengthen the effectiveness, inclusiveness and credibility of the European green policy framework. Based on the responses received and informed by recent developments and challenges, the following directions are suggested:

  • Stronger support for Small and Medium-Sized Enterprises (SMEs) and smaller actors

Large firms often have resources to meet ESG standards and access green finance; SMEs risk being left out. The Commission should create dedicated support mechanisms (technical assistance, preferential financing, simplified procedures) for SMEs to enable widespread, inclusive participation in the green transition.

  • Reinforcing regulatory frameworks for sustainable finance and transparency

To prevent greenwashing and increase trust, the Commission should promote or mandate standardized ESG disclosure, encourage use of recognized sustainability standards and certification, and ensure that financial instruments labeled as “green” meet strict, science-based criteria (for example, complying with the EU Taxonomy).

  • Promoting a holistic, interdisciplinary, and participatory governance model

Climate policies should integrate environmental, economic, and social dimensions: mitigation, adaptation, social equity, resilience, biodiversity, and long-term sustainability. Collaboration among science, civil society, the private sector, and public institutions should be fostered.

  • Encouraging long-term investments and support for innovation

The Commission should incentivize sustainable investments that have long payback periods – for example, renewable energy infrastructure, circular economy, nature-based solutions, biodiversity restoration – through green bonds, subsidies, public-private partnerships, and guarantee schemes.

  • Establishing robust monitoring and evaluation of policy impact

Policies should be regularly assessed using scientific evidence, data, and transparent metrics; adjustments should be made when necessary. This helps ensure that declared objectives translate into real environmental, social, and economic outcomes.

In conclusion, a revision of current initiatives should aim at making the green transition more inclusive, transparent, science-based, and resilient – with a special focus on SMEs, long-term financing, robust governance, and equity. Such a revision would strengthen the credibility and effectiveness of European climate policy, making it more likely to achieve its goals in a fair and sustainable manner.

 

Authors: the ENGAGEgreen Project, Venice Unit – Marco Corazza, Michele Marzulli, Giulia Ballarin, and Stefano Campostrini.

They express their heartfelt gratitude to all the seminar contributors, namely:

D. Barro, Ca’ Foscari University of Venice
H. Bersini, FARI Institute of Brussels
M. Bidoia, Ca’ Foscari University of Venice
M. Billio, Ca’ Foscari University of Venice
A. Calvi, Modefinance
M. Costola, Ca’ Foscari University of Venice
G. Figà-Talamanca, University of Perugia
G. Filograsso, Ca’ Foscari University of Venice
A. Fronzetti Colladon, University of Perugia
S. Gentner, DG European Commission
R. Giacometti, University of Bergamo
C. Giupponi, Ca’ Foscari University of Venice
B. Guardabascio, University of Perugia
A. Mistretta, Bank of Italy
M. Patacca, University of Perugia
M.A. Pigato, World Bank’s Consultant
J.M. Ricci, University of Bergamo
L. Segneri, University of Perugia
G. Torri, University of Bergamo
K. Vozian, Hanken School of Economics

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Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@pvw.uni-frankfurt.de

University Living Labs Contributing to the Quintuple Helix

Medialab UGR, Impronta Granada and its Regional Approach

Summary: Key features in a nutshell

  • University Living Labs as spaces of open and experimental innovation linking science, policy, and society
  • Territorial focus through county-based participatory structures across the province of Granada
  • Integration of the Quintuple Helix model (academia, government, business, civil society, and environment)
  • Practice-based engagement formats such as co-creation workshops, policy labs, and science-policy events
  • Coordinated by Medialab UGR within the “Impronta Granada” initiative and the ENGAGEgreen project

 

Description

This article explores the role of university-based citizen laboratories as spaces for social innovation, collaborative governance, and inclusive engagement. Drawing on the case of Medialab UGR and its umbrella initiative Impronta Granada, the study analyses how public universities can act as facilitators of regional innovation ecosystems. It focuses on the deployment of ten Living Labs known as UGR County Councils structured around the Quadruple and evolving Quintuple Helix models. These labs have enabled over 230 participants from academia, government, civil society, and the private sector to co-design sustainable, place-based solutions to regional challenges. The methodology involved a four-phase process including training, co-creation and continuous evaluation. Key results include the development of targeted action plans and the activation of science-policy dialogues grounded in local knowledge. The study highlights the strategic value of universities as political and epistemic actors capable of mediating between knowledge and democratic regional governance. It concludes with lessons and recommendations for scaling this model across Europe, proposing a situated, effective and inclusive approach to innovation that recognises the environment and region as active agents.

 

How does the format work?

Main objective and relevance

This contribution aims to document a methodological case study showcasing the implementation of a university-led Living Lab ecosystem grounded in the Quintuple Helix model. It provides a detailed account of how universities can serve as mediating infrastructures between academia and public administration, fostering science-policy interfaces that respond to regional and environmental challenges. The case is relevant for stakeholders interested in participatory governance, place-based innovation, and regional development.

Background information

Medialab UGR, embedded in the Vice-Rectorate for Social Innovation, Employability and Entrepreneurship, functions as the social innovation lab of the University of Granada. Through its strategic programme Impronta Granada, it has established ten UGR County Councils as thematic Living Labs across the province. These Councils operationalise a Quintuple Helix structure, engaging diverse regional actors in identifying, analysing, and addressing region-specific challenges. This model shifts from traditional linear knowledge transfer to a distributed and systemic approach to innovation.

Figure 1. Overview of the Impronta Granada project; Source: authors’ own schematic.

 

Methodological approach

The implementation followed a four-phase methodology: (1) internal recruitment and onboarding of academic participants with territorial ties; (2) expansion to include policymakers, civil society organisations, and business actors; (3) capacity-building and co-creation workshops; and (4) monitoring and evaluation. A participatory registration system captured over 230 participants, segmented by helix affiliation, thematic interest, and geographical connection. Tools included online seminars, thematic roundtables, SWOT analyses, and surveys. The methodology prioritised relationality, territoriality and multi-actor co-creation.

Key activities

  • Internal call and onboarding of UGR academic and administrative staff, coordinated by Medialab UGR within the framework of the Impronta Granada initiative
  • Identification of territorial links by participants (municipality, county, thematic interest)
  • Development of ten geographically distributed UGR County Councils
  • Capacity-building seminars introducing Living Lab and Quintuple Helix methodologies
  • Co-creation sessions at the I Impronta Granada Meeting (Jan 2025)
  • Collaborative roundtables and thematic seminars
  • Evaluation surveys and impact assessments

Results

  • Over 230 participants joined the Councils, representing all helices
  • Eight action plans co-designed and linked to specific county priorities
  • More than fifteen public and internal activities conducted
  • Significant interest generated at European and international forums
  • Demonstrated ability to trigger science-policy dialogues on local issues
  • Strengthened epistemic legitimacy of non-academic knowledge
  • Enabled hybrid governance model with decentralised coordination

Lessons learnt

  • Territorial anchoring of innovation processes enhances engagement and legitimacy
  • Flexible governance structures accommodate diverse local dynamics
  • Political and institutional backing is essential for sustainability
  • Hybrid (online-offline) formats democratise participation
  • Co-creation works best when coupled with symbolic recognition (certificates, awards)

Transferability

The Impronta Granada model is scalable and adaptable to other regions seeking to establish university-led regional Living Labs. It requires minimal infrastructure, relies on open-source methodologies and benefits from aligning with EU frameworks such as the Urban Agenda, Horizon Europe and Erasmus+. The approach is especially relevant in rural or decentralised territories seeking to activate participatory public policy ecosystems.

Connection with the Quadruple/Quintuple Helix

Initially designed within the Quadruple Helix, the UGR County Councils explicitly adopt the Quintuple Helix model by integrating environmental and regional dimensions as co-creators of innovation. This extension redefines the role of place, recognising it as both an epistemic and political actor. Environmental sustainability, landscape memory, and regional knowledge shape the agenda-setting and solution design phases of the Labs.

 

Figure 2. The Quintuple Helix Model; Source: authors’ own schematic

 

Figure 3. Distribution of Quadruple Helix Participants in the UGR County Councils; Source: authors’ own schematic


Challenges

  • Asymmetry in expectations, language, and timeframes between researchers and public administration
  • Limited institutional incentives or recognition for academic staff engaging in policy-oriented initiatives
  • Need for constant mediation and facilitation to avoid fragmentation and ensure productive dialogue
  • Scaling up localised actions while preserving territorial relevance and community trust

 

Tasks and resources

Scientists

  • Identify and translate local and regional challenges into research-informed questions and frameworks
  • Participate in co-creation processes and workshops alongside policymakers, civil society, and other stakeholders
  • Contribute disciplinary expertise to interdisciplinary problem-solving efforts within the Living Lab
  • Act as facilitators of evidence-based decision-making, bringing scientific knowledge into the public debate
  • Engage in the development and evaluation of participatory methodologies and tools used in the Lab
  • Communicate findings in accessible formats to non-academic audiences, including local governments

Knowledge exchange managers and research managers

  • Design and coordinate the overall structure of the Living Lab, ensuring alignment with institutional and territorial goals
  • Facilitate communication and collaboration between researchers, policymakers, civil society, and businesses
  • Mediate expectations and timescales between academia and public administrations to enable effective co-creation
  • Manage logistics, outreach, and documentation of activities (e.g. workshops, policy labs, meetings)
  • Monitor and evaluate the impact of science-policy interactions, contributing to continuous improvement
  • Support the institutional embedding and long-term sustainability of Living Lab initiatives

Policymakers

  • Bring forward local and regional policy challenges to be addressed collaboratively within the Living Lab
  • Participate actively in co-design sessions and workshops alongside scientists and other stakeholders
  • Offer practical and regulatory insights that inform the development of realistic and actionable proposals
  • Facilitate access to local networks, data, and institutional support for implementing pilot initiatives
  • Act as potential end-users of research-based outputs, helping to translate co-created knowledge into public policy
  • Promote political buy-in and institutional alignment to ensure the adoption of innovative solutions

 

Sources and further reading

Carayannis, E. G., & Campbell, D. F. J. (2010). Triple Helix, Quadruple Helix and Quintuple Helix. IJSESD, 1(1), 41–69.

Romero-Frías, E., & Robinson-García, N. (2017). Social Labs in Universities. Comunicar, 51(2), 29–38.

Bergvall-Kåreborn, B., Ståhlbröst, A., Holst, M., & Mirijamdotter, A. (2015). A Milieu for Innovation – Defining Living Labs. ENoLL Summer School.

 

Do you want to know more about the policy engagement toolkit?

Do you want to share your experience in policy engagement? Do you think about contributing to the policy engagement toolkit? Feel free to contact Tome Sandevski via science-policy@uni-frankfurt.de

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