Project Incubation

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DKU Innovation Incubator
Project Incubation

Orientation

The orientation aims to officially welcome the new batch of project teams to the incubator, outline the framework, schedules, and anticipated outcomes of the incubation program, and encourage team presentations and networking events, ensuring a solid foundation for collaboration and success within the incubation ecosystem.

Dii will schedule the date, time and location of the orientation and notify all new project teams by email. Each new team will be asked to prepare a three-page slide deck featuring their team logo, project profile, and team members to introduce themselves at the orientation. The orientation will include networking breaks and social activities for attendees to interact.

Onboarding

Dii ensures that newly joined teams integrate seamlessly into the incubation system, quickly adapt, and receive the necessary resources, facilities, and support for a smooth transition. The onboarding process aims to establish clear expectations and procedures, assisting project teams in understanding the incubator’s operations and objectives, and fostering a sense of community and belonging.

Carefully read the Guidelines to understand the main procedures and mechanisms of project incubation.
Develop a categorized budget for the entire project process.
Develop a detailed budget that needs to be executed by June 30.
Conduct meetings with the advisor and Dii team to discuss detailed goals, milestones and possible outcomes.
Submit the final version of the project proposal.
Sign a letter of authorization for provincial-level and national-level (recommended) project teams that need to entrust Dii staff to submit their projects on their behalf on the Jiangsu College Students Innovation Training Platform (https://jsgjc.jse.edu.cn/cxcypt/Index).

Project Management

Dii has established a structured system for tracking project progress, identifying risks and areas for improvement, ensuring alignment with milestones and goals, and providing timely feedback and support to incubated teams, thereby enhancing their development and overall success.

Project Milestones

Dii has defined clear milestones and deliverables for each phase of the incubation program. On this basis, a tailored project incubation plan for each team is documented and reflected in the quarterly reports.

Project Incubation Guidelines

Monthly Meetings

Dii schedules and conducts monthly mentoring meetings with each ETP and EPP to provide advice on the projects, discuss challenges, and action plans. Teams of similar types or with potential collaboration possibilities may be grouped together for mentoring meetings. They may report on their progress, and share, communicate and learn from each other. The team leader is accountable for coordinating members and tracking participation.

Quarterly Reports

Project teams are required to submit quarterly reports and relevant supporting materials detailing:

Accomplishments and milestones achieved
Challenges and obstacles faced
Upcoming goals and action plans
Areas requiring support or resources
Quarterly reports are subject to review and documentation of feedback and recommendations by the project advisor(s). Project leaders should proactively contact their project advisor(s) in advance to request reviews and feedback.
The leaders of the projects above the provincial level are further required to submit quarterly reports on the Jiangsu Province Dachuang Platform by themselves or by delegating Dii to do so after the review meeting.

Submission to the JED Platform

Mid-term Review

Dii will conduct mid-term reviews of all projects by poster shows or roadshows. During the poster shows or roadshows, teams can pitch their projects to potential investors, experienced entrepreneurs, professionals, and the review committee based on the goals and milestone plan set up by the team and DKU InE collectively. The review committee will decide whether a project meets expectations and can continue with the incubation.

Project Changes

During the course of the incubation process, project teams may encounter new insights, market shifts, or technological advancements that warrant adjustments to their original project plan or team members. In such cases, Dii allows for controlled project changes, subject to the following guidelines:

Submission of Change Request
Project teams must formally submit a project change request, detailing the proposed modifications, member changes, rationale, and potential impacts on scope, timeline, and resource requirements.
Evaluation
With the exception of changes to non-core members, the change request will be evaluated by Dii team with input from the project advisor. Factors considered include the feasibility of the proposed changes, alignment with objectives, and the potential for successful project completion.
Approval or Denial
Based on the evaluation, Dii will approve the proposed changes, potentially approve the changes with conditions or recommendations attached, or deny the request with clear justification.
Documentation and Tracking
Approved project changes will be documented in the Incubation Record Book, and the project plan will be updated accordingly. Ongoing tracking will ensure adherence to the revised plan and assess the impact of the changes on project milestones and deliverables.

Note: Significant project changes may result in a reassessment of the project’s eligibility for continued incubation, funding, or resource allocation.

Project Termination

The project termination process is an important part of Dii’s management and ensures that projects are brought to an orderly conclusion when they can no longer continue or when they have reached their intended goals.

Incubation projects may be terminated voluntarily by consensus of the project team or, in exceptional circumstances, by Dii deciding to terminate the project prior to completion.

Reasons for project termination may include, but are not limited to:

The project team took the initiative to request termination

If the project team decides to voluntarily withdraw from the incubator after full consideration, it should submit a written application for voluntary termination to Dii 30 days in advance. The application should state in detail the reason for voluntary termination and provide corresponding supporting documents or evidence.

Failure to pass the midterm review

Despite support and guidance, a project may be considered for termination if it is issued a Project Termination opinion by the review panel at the midterm review.

Lack of commitment or engagement

Late submission of the quarterly reports three or more times.
Failing to submit the quarterly reports by the extended deadlines (for late submission) twice or more.

Ethical or legal violations

Any serious unethical conduct, intellectual property infringement, or clear violations of DKU's policies, applicable laws or regulations by project teams, as determined by Dii, may result in immediate project termination.

Changing priorities or resource constraints

In cases where Dii's priorities or resource availability shifts, projects may be terminated due to strategic realignment or budgetary constraints.

After a decision has made to terminate a project, within two weeks:

The project team should work with Dii to summarize the project, analyze the successes and problems in the operation of the project, and provide Dii with valuable feedback information.
The project team should complete the financial settlement, including the return of unused cash, return of borrowed assets, etc.
The project team shall organize all project materials, results and related assets and hand them over or dispose of them in accordance with relevant regulations of DKU.