1. IST in FP6 - Proposal submission and evaluation How? Aymard de Touzalin Grids for Complex Problem Solving Information Day Brussels, 12 June 2003

2. Information Day 20/06/032 Overview IST Call 2 Overview Submission and Evaluation process First lessons from IST Call1 Information sources

3. Information Day 20/06/033 publication date in Official Journal17 Jun. 2003 closing date 17h00 on15 Oct. 2003 Evaluation 10-21 Nov. 2003 IP & NoE hearings up to 24 Nov - 5 Dec. 2003 Feedback (ESR) mid Dec. 2003 Negotiations start Jan. 2004 First contracts expected March/April 2004 IST - Call 2

4. Information Day 20/06/034 Brochure The 6FP in Brief - an overview IST Work Programme 2003-2004 Call for proposals text - Call 2 (Official Journal) Guides for Proposers Call 2 Guidelines on Proposal Evaluation and Selection Procedures (Evaluation Manual) Guidance notes for Evaluators IST - Call 2 Information material Info - pack IST Call 2

5. Information Day 20/06/035 IST Priority Work Programme 2003-2004 Strategic objectives, Instruments applicable, Call roadmap and indicative total budgets For each instrument - criteria, threshold scores required including threshold on Overall score Consortium requirements Call for proposals text - Official Journal Identifies the Strategic objectives open in Call Identifies the instruments applicable to each objective Repeats the indicative budget information Notes the consortium eligibility rules Specifies modalities/address for submission of proposals Fixes call deadline * (*based on time of arrival of proposal) Workprogramme and call text

6. Information Day 20/06/036 PROPOSAL - The Submission and Evaluation Process FUNDING SCENARIO(s) Commission Official JournalOfficial Journal CORDISCORDIS NCPsNCPs CALL FOR PROPOSALS Eligibility Check: Commission EVALUATION : Peer review principles/ independent experts MARKING AND PRIORITY ORDER OF PROPOSALS Panel (optional) NEGOTIATION SIGNATURE OF CONTRACT INFORMATION Programme Committee

7. Information Day 20/06/037 Type of submission and evaluation One stage submission - full proposal One stage evaluation (with a hearing for IP and NOE) How to prepare a proposal Pre-notification - highly recommended Part A (forms) Part A (forms) Part B (format for text document) Part B (format for text document) How to submit a proposal How to submit a proposal Support for proposers Guides for proposers

8. Information Day 20/06/038 General information on Proposal Type of instrument Acronym, Full title Duration in months Call id Strategic objective (s) Proposal abstract, keywords One A1 form per proposal Proposal Part A - Form A1

9. Information Day 20/06/039 Information on participant Participant no *., Name, Address etc. (* Coordinator is participant no. 1) Activity type, Legal status, SME Dependencies with other participants Person in charge - Name, Address etc. Previously submitted similar proposals As many A2 forms as there are consortium members Proposal Part A - Form A2

10. Information Day 20/06/0310 type of activity: research, innovation, demonstration training management All instruments except NOE Cost breakdown - All instruments except NOE Activity type Activity type…... Total Cost Req grant Cost Req grant…. Cost Req grant Participant 1 Participant 2 etc Total One A3 form per proposal Proposal Part A - Form A3

11. Information Day 20/06/0311 Networks of Excellence Cost breakdown - Networks of Excellence No. of researchers to be integrated Female MaleTotal Participant 1 Participant 2 etc Total No. of PhD students to be integrated -table as above No. of PhD students to be integrated - table as above Total (not annual!) funding request Proposal Part A - Form A3 (NoE)

12. Information Day 20/06/0312 All instruments Title page Links to Priority (Strategic objectives) Criterion 1 aspects Criterion 2 aspects etc Overall workplan of project Other aspects (ethics, gender issues….) IPs, NOEs additionally provide 18 month Implementation plan / Joint Programme of Activities (including sharing of resources, not only the researcher) Proposal Part B its detailed - its meant to be helpful dont omit anything !! dont omit anything !!

13. Information Day 20/06/0313 Electronically via the Internet --- RECOMMENDED Electronically via the Internet --- RECOMMENDED Fully electronic submission via the EPSS tool Needs username and password (apply early) Store always latest version online! Do not forget to press the submit button! Dont fiddle until the last moment! Submit 24 hrs in advance of deadline! On CD-ROM/diskette Only with one paper backup (sometimes problems with reading) Download forms from EPSS tool - to prohibit miscalculations etc. How to submit ? Free text documents: PDF or RTF format only !!! Virus checks! (NOT to the address used in FP5: NOT to any other Commission office !) On paper to the ADDRESS SET OUT IN THE CALL TEXT (NOT to the address used in FP5: NOT to any other Commission office !) Paper submission in one copy only

14. Information Day 20/06/0314 1. Eligibility check Complete (Part A and Part B) Eligible consortium In scope Timely arrival 2. Experts individual reading Overview of evaluation process (1) 3-5 experts per proposal Commission

15. Information Day 20/06/0315 3. Consensus group Scores & comments per evaluation criteria. Overall comments and calculated score 4 a. IP and NoE hearings 4 b. Panel discussion Finalisation of Evaluation Summary Report (ESR) 5. Panel prioritisation and Pannel report 6. Implementation plan Overview of evaluation process (2) Full Panel Commission

16. Information Day 20/06/0316 Evaluation criteria and thresholds

17. Information Day 20/06/0317 For all IPs and NOEs passing the thresholds Costs not paid by the Commission Coordinator and key consortium members only Hearing addresses specific questions, supplied in advance Based on the proposal as submitted Duration - about 60 minutes; Exact time slot to be respected No further input from consortium permitted Evaluation Hearings - special issues

18. Information Day 20/06/0318 Some proposers still dont realise there is a Part A and B ! The main reason for late arrival is leaving electronic submission till the last hours of the call There are proposers who can write the entire proposal sectionB.2 Relevance to the objectives of the IST Priority without once mentioning the IST Priority ! First feedback from IST Call 1

19. Information Day 20/06/0319 Integrated projects are not just expensive STREPs. Plan a full range of activities - Research, Demonstration, Training….. NoEs dont just share researchers. Describe in detail the shared resources and the joint activities NoEs represent a permanent re-structuring of the sector NoEs can apply for less than the full funding formula First feedback from IST Call 1

20. Information Day 20/06/0320 Choose your instrument with care Notify your intention to propose Read the FAQs Identify your Strategic objective clearly - to the Commission - to yourself Key advice to proposers

21. Information Day 20/06/0321 Follow the Part B format exactly More detailed - its meant to be helpful Dont omit any section ! Leave nothing to the imagination Pay attention to the recommended lengths for the sections in Part B Evaluators easily spot repetition and padding But also dont under-write Aim to submit 24 hours early Remember, a few hours delay cant significantly improve your proposal - but can certainly kill it Key advice to proposers

22. Information Day 20/06/0322 Register as an expert ! (http://www.cordis.lu/experts/fp6_candidature.htm) And use the information in the Guide for proposers Section VI Support to proposers http://www.cordis.lu/ist Key advice to proposers

23. Information Day 20/06/0323 1. http://www.cordis.lu/fp6/calls.cfm 2. http://www.cordis.lu/fp6/instruments.htm 3. http://europa.eu.int/comm/research/fp6/index_en.html 4. Other Information Commission contact persons Financial guidelines Negotiation guidelines Model contracts Call information

24. Information Day 20/06/0324 if in trouble, call the IST Infodesk for More information at http://www.cordis.lu/ist and: IST Infodesk IST infodesk Phone: +32 2 296 85 96 Fax: +32 2 296 83 88 E-Mail: ist@cec.eu.int