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How to prepare a proposal for H2020 collaborative projects

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Presentation on theme: "How to prepare a proposal for H2020 collaborative projects"— Presentation transcript:

1 How to prepare a proposal for H2020 collaborative projects
UNIVERSITAT POMPEU FABRA Research Service May 2014

2 BEFORE YOU START Servei de Recerca Abril 2014

3 Keys to prepare a proposal
Having a clear idea of the project specific objectives and expected results; Verify the level of innovation of the idea go beyond the state of the art; Establish the ideal consortia; Obtain support from the institution UPF Research Service; Plan. Research Service May 2014

4 Search for calls: Participant Portal
Research Service May 2014

5 Search calls by key words
List of all open calls Search calls by key words Research Service May 2014

6 Open calls Research Service May 2014 Filter by type of project
Pillar to which the call belongs Deadline of the call Title of call Official reference Research Service May 2014

7 Research Service May 2014 Information on call
Topics: available research lines Research Service May 2014

8 Buscar convocatòries per paraules clau
Keyword Research line within call Title of call Official reference Research Service May 2014

9 Informació d’una convocatòria
Specific challenge How they want the challenge solved: budget, specific conditions... What needs to be achieved Type of project Research Service May 2014

10 Preparing the proposal
Research Service May 2014

11 Contact the Research Service
How to start Ensure that the project fits within the call; Prepare a good synthesis of the project (abstract); Define the profile of the necessary partners and look for them; Plan; START! Contact the Research Service Research Service May 2014

12 The abstract Fundamental tool to “sell” your project;
Encompasses the project and its area; How the project fits in the call specificities; Mentions the potential impact of the project; It can be used to identify which consortium will be needed. Search for partners; Check with National Contact Points whether the project fits in the objectives of the call. Research Service May 2014

13 The consortium Items to consider:
Experience and technical and scientific know-how; Entities: universities, research centres, SMEs, NGOs, institutes, government agencies... Geographical distribution: > 3 EU countries should be represented; What can each partner provide? Infrastructures, management, knowledge; Principal consortium Core of the project; Basic partners to build the project; With previous joint work experience (preferred). Global consortium Implements the project; It has to comply with all requirements of call; Representative composition of EU. Research Service May 2014

14 Search for partners Personal and/or professional contacts;
National Contact Points (experts for each topic); CORDIS: Search for partners Partners or coordinators from previous projects Infodays; Specialised websites for each knowledge area: Social challenge 1 (Health) Research Service May 2014

15 Back to the Participant Portal
The full submission is online Research Service May 2014

16 Research Service May 2014 Contact the Research Service
Deadline of call Acronym and summary of project. They can be modified anytime Research Service May 2014

17 One proposal, two parts Research Service May 2014 Part A:
A1: general information A2: information on partners A3: budget (for each partner and total) A4: ethical aspects Part B1: Scientific excellence Impact Implementation of project Part B2: Description of consortium Ethical and security aspects Part B3 (if applicable): Ethical annex Research Service May 2014

18 At UPF we will do it from the Research Service
Part A For the coordinador and partners, the data must coincide with Part B. At UPF we will do it from the Research Service Research Service May 2014

19 Part B Clear description of the project objectives, work plan, expected impacte, consortium... The template that can be found at the Participant Portal must be followed; The idicated format must be respected: Size of font: minimum 11; A4 page with 15 mm margins; Limit of pages in each section. Put yourself in the evaluator’s shoes: Make an attractive and easy to read proposal: graphs, tables, diagrams; Write in standard English (evaluators come from all around the EU). Research Service May 2014

20 Scientific Excellence
1.1 Objectives: define scientific objectives based on the expected impact 1.2 How it relates to the work programme 1.3 Concept and scientific approach: Describe the global concapt and the most representative ideas; Mention interdisciplinary elements; Define the global strategy, work plan, methodology graphs 1.4 Ambition Detail the state of the art and how the project goes beyond it; Which innovations does the project provide compared to other projects; Mention potential scientific/technological risks related to the project. Research Service May 2014

21 Impact 2.1 Expected impact:
Define how the project will achieve impact established in the work program. The impact must be quantified to the extent possible; Describe obstacles and regulations that could diminish impact. 2.2 Mesures to maximize impact: Dissemination and result exploitation: Establish a dissemination plan and result exploitation during and at the end of the project: publications, congresses, web, associations... Publications must be in Open Access; Management of intellectual property: Consortium Agreement. Communication strategy: it is important that knowledge will be transferred to non-scientific or academic public. Research Service May 2014

22 Open Access It is compulsory that H2020 beneficiaries deposit all scientific publications within the H2020 financed research in open access In the social challenge VI calls, it is compulsory to deposit in open access all research data produced within the project framework. Research Service May 2014

23 Beneficiares of Horizon 2020 grants should:
Ensure open access of all peer-reviewed papers accepted for journal publication As soon as possible, within 6 months (or 12 months for SSH) At an OpenAire complaint institutional repository  Researchers should deposit published articles or final manuscripts into the institutional repository with which they are affiliated Each beneficiary will be asked to ensure OA to all peer-reviewed scientific publications relating to its results: Deposit a machine-readable copy of the published version or final peer-reviewed manuscript accepted for publication in a repository "Aim to deposit" at the same time the research data needed to validate the results Ensure OA on publication or at the latest within 6/12 months Ensure OA to the bibliographic metadata that identify the deposited publication, via the repository Both routes will be valid and complementary Encouragement to authors to retain their copyright and grant adequate licences to publishers El Projecte OpenAIRE (Open Access Infrastructure for Research in Europe) és un projecte de la Comissió Europea. Si el beneficiario incumple alguna de estas obligaciones, la subvención podrá ser reducida (art. 43) Tal violación también puede llevar a cualquiera de las otras medidas que se describen en el capítulo 6 del acuerdo de subvención

24 OA to publications mandate in H2020
Submit publication to journal of choice OA = good! (but not necessary ) Publishing fees are considered eligible grant expense Deposit open access version in repository Almost all publishers allow this! Embargo’s are allowed OpenAIRE harvests publications from network Makes them visible through OpenAIRE portal Researchers use the persistent identifier (handle URL) for their reports 1 2 3 APCs for hybrid journals are eligible for reimbursement

25 At the paper, ensure the correction of: Author’s name Affiliation
Before publication At the paper, ensure the correction of: Author’s name Affiliation Name of the action, acronym and grant number (Acknowledge / Sponsorship) Exemple: This work has been supported by the XXXX project, grant agreement number YYYY, funded by the EC Seventh Framework Programme theme FP7-ENERGY-XXXX.

26 Devon Greyson, University of British Columbia
Choosing a journal There are two ways an article can be made open access: gold or green route Choosing a journal: Journal quality: is the journal peer reviewed? indexed by Scopus and/or Web of Science? Journal scope: is my article a good match for the subject scope of the journal? Timeframe: how long does it take from submission to publication? Dissemination reach: what are the publisher's copyright policies? Obligations: will I be able to comply with funder and/or institutional obligations? Devon Greyson, University of British Columbia 26

27 How to achieve open access
Green OA model: Researchers can self-archive a copy of their article in an appropriate subject repository (such as EuropePMC,  ArXiv, CiteSeerx, RePEc, SSRN) and/or the UPF institutional repository (e-Repositori).  Publishers may set an embargo period.  No fee is charged.  This is often known as the green route and is the University’s preferred mechanism. Gold OA model: Pay an Article Processing Charge (APC) where the publisher embargo on green is longer than your funder permits.  You pay an APC to make the item available immediately on the publisher’s website in an open access journal or as an OA option.  The OA option means there are no subscription fees for libraries or charges to individual users to read the article.  This is often known as the gold route.  If you need or wish to pay a charge by the publisher to make an item immediately Open Access via the publisher’s site, then make sure you include this in your proposed budget.   The author chooses an open access option in a hybrid journal. The author pays Article Processing Charges (APCs) to the publisher, and the paper goes through the journal's normal peer review process. The research paper is freely and openly available as soon as it is published on the journal website. Gold open access publications can also be added to the UPF institutional repository (e-Repositori). Some noted successes: (non- profit)‏ m/ (for-profit, now owned by Springer)‏ University of Essex

28 Logistics of OA for Authors
Identifying Gold/Green journals Sherpa/Romeo Journal websites (“for authors” section) Ask the library Navigating Copyright Ask about options, most publishers will grant some rights (via APCs payments) Deposit at institutional repository Send your postprint to Devon Greyson, University of British Columbia


30  It’s very important that you keep a copy of your work
Publication version Submitted Preprint Before peer-review Accepted Postprint After peer-review Published PDF Editor version Pre-print: primera versió del treball, abans de la revisió per parells  accepted version Post-print: la versió definitiva del treball, després de la revisió, que ja ha estat acceptada per a la seva publicació i per a la que es signen CTA o llicències. Poden ser: El fitxer de l’autor revisat  accepted version La versió de l’editor maquetada (normalment en PDF) amb els logos i el copyright del mateix  published version  És molt important que conserveu copia del vostre treball  It’s very important that you keep a copy of your work

31 Pay attention to the publisher’s agreements
Use SHERPA/RoMEO website to know about publishers policies Save a copy of your pre-prints and post-prints License your works with when possible Ask the library!

32 More information: EC Guidelines on Open Access in H2020 Open Access Guidelines for researchers funded by the ERC Open Access in Horizon 2020


34 Implementation 3.1 Work plan: Global strategy of the work plan;
Work packages (WP), tasks, deliverables, milestones and Gantt chart; Exhaustive description of each WP following the template; Interrelation of different components through a Perth diagram. Research Service May 2014

35 Work Package Research Service May 2014

36 Work Packages Research Service May 2014

37 Work Package Research Service May 2014

38 Implementation 3.2 Administration:
Describe the consortium and the decision making system: Consortium Agreement; Risk analysis and contingency plans. 3.3 The consortium: Describe the global consortium, how the common work will be carried out, control and management mechanisms... Capacity of the consortium to achieve objectives; Complementarity among participants. Research Service May 2014

39 Consortium description
Each partner of the consortium describes what they contribute with and that their presence is essential: Description of the institution and the main tasks that will carry out, detailing how these relate to their profile; Detail the profit that the project generates the scientific team; Curriculum Vitae or description of the main members of the team; A maximum of 5 publications related to the project objective; A maximum of 5 participations in other projects related with this one; Detail available infrastructure that might be essential for the objectives. There is no page limit. Research Service May 2014

40 Consortium description
Research Service May 2014

41 Implementation 3.4 Resources: Detail the work and capital effort contact with the R.S. ALWAYS contact the Research Service to prepare the budget, both for partners and coordinators. Calculate the budget based in total costs. Always check that: The resources have to fit the real needs of the project; Personnel costs (work and capital) reflect the task distribution by partner; The cost breakdown has to be well structured for activities and participants; The equipment acquisition and subcontracting must be justified; The inclusion of every partner in the project is well justified. Research Service May 2014

42 ALWAYS contact the Research Service
Budget Which expenses are eligible? Own and contracted personnel (PI + team); Equipment; Travel, research stays, assistance to congresses, conferences... Organization of conferences, congresses... Publications (Open Access) Compulsory expense: whenever the EC funds over € there must be a financial audit. Its cost is paid by the project; Proposals with an “inflated” budget will be poorly evaluated. ALWAYS contact the Research Service Research Service May 2014

43 Ethics Mention any ethical aspect that there might be:
Use of personal data, either collected within the project or re-using previous data; Studies involving children; Animal research; Participation of countries outside the EU; Military potential; Others. There is no page limit. Research Service May 2014

44 The EVALUATION Research Service May 2014

45 Evaluation criteria Excellence: Clarity of objectives;
Soundness of concepts, bearing in mind the interdisciplinary nature; Credibility of approach; Go beyond the state of the art. Impact: The expected impact for each topic, depending on the work program; Improvement of the innovation capacity and integration of new knowledge; Efficacy of proposals and dissemination of the project and results exploitation. Quality and efficiency of implementation Coherence and efficacy of the work plan, including the distribution of tasks and resources; Quality, experience and complementarity among participants and of global consortium; Quality of management of the project and risk control. Research Service May 2014

46 IMPORTANT!! Proposals are evaluated by at least 3 experts, although in most cases there will be more than 5. Experts have strict guidelines: Ignore pages beyond the limit; Evaluate the proposal as is presented, without considering the potential it might have if some small changes were made. In H2020 there will not be a lot of margin for evaluators to make recommendations to improve the proposals, even regarding the budget. Research Service May 2014

Research Service May 2014

48 The outcome... Notification of the result of the evaluation: up to 5 months after the call closure; Negotiation with the EC: up to 3 more months; Beginning of the project: up to 12 months after the signature of the contract. Research Service May 2014

49 Conclusions The objectives must be described clearly and understandably; The objectives must fit within the topic; The consortium must be strong and balanced; The work plan must be realistic and complete; Try to quantify the expected impact; A realistic and feasible result exploitation strategy must be included; Use clear and simple language; Use visual tools (graphs, diagrams...) to facilitate the evaluators’ work; Plan your work: the elaboration of a proposal takes time! The abstract is the essence of the project: it must attract the evaluator; Use the Research Service and the National Contact Points. Research Service May 2014

50 Thank you for your attention

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