H2020 Participant Portal Training for Administrative Staff 19.4.2016 University of Jyväskylä Research and Innovation Services Maria Värre Elina Humala
Agenda Introduction to the Participant Portal Different roles and responsibilities Application phase and administrative forms Grant preparation and administrative forms JY Guidelines for negotiations and JY signatures
How to create an account: 1. Fill in the E-mail field using your individualprofessional email address Note: The e-mail is the main identifier ( 1 person = 1 email address = 1 ECAS account) 2. Fill in the security check code 3. Tick the check box and click on Create an account 4. Check your mailbox, a confirmation e-mail will arrive within a few minutes Note: This process must be completed within 1 hour and a half after the original request
1. Make sure the selected domain is External 2. Enter your username or e-mail address and your password 3. Click the Login button The Login page (ECAS authentification) appears
Proposals: JYU guidelines Project selection and planning phases Project proposals are prepared together with Faculties Internal Service Centres. All projects must comply with the Quality Assurance Manual for Project Activities. The Manual includes two processes for the project identification and planning stage: 1. Evaluation of project idea form (recommended) and 2. Project announcement (compulsory). The Faculty s Internal Service Centre will record these documents in the WebDynasty database during the planning phase. The Research and Innovation Services personnel support applicants from early on in the project application process.
Preparing a project proposal: 1. Take a careful look at the Horizon2020 work programmes and open research topics on the Participant Portal. 2. Choose an appropriate research topic and check the deadline and type of action (what is eligible). Familiarize yourself with guidelines (Topic Conditions & Documents) including the evaluation criteria. If you need help, please consult Research and Innovation Services. 3. Find suitable partners if you do not have any yet. Remember to check who has received funding previously. 4. If you are the coordinator, please make sure that you have enough time to prepare the project proposal. Start early, months before the deadline. If you are a partner, remember to offer your expertise to potential coordinators early enough. Consult the Horizon 2020 evaluation and submission guidelines for project proposals. 5. Use the support services of the University of Jyväskylä: you will get the PIC code (identification code), help with budgeting and instructions for completing the administrative forms (the PART A) comments on your project proposals from a project works perspective, tools, examples and checklists for preparing a project proposal.
Preparing a project proposal 6. Follow the internal processes of the University of Jyväskylä. These are defined in the Quality Assurance Manual for Project Activities. It is obligatory for the head of department and the principle investigator to complete the project announcement before submitting the project proposal. 7. Start preparing the Consortium Agreement early enough. It is advisable to agree with the partners of the issues handled in the Consortium Agreement already during the project preparation phase. Please consult the University s legal services. 8. Submit the application in time do not wait until the last day! 9. Please ask for help from Research and Innovation Services or other experts. For example, each H2020 theme has a National Contact Point that knows about the substance of the topic.
JYU PIC: 999842245
Grant preparation
JYU: Guidelines for negotiation Use the University of Jyväskylä s PIC code (999842245) Contact Research and Innovation Services as soon as possible Check the pre-filled data (please check the whole consortium if you are the project coordinator) and fill in the missing information. Give the Rector (L-Sign, Legal representative) access rights to the project Deliver needed forms / attachments to Research and Innovation Services for signatures, make sure that all the documents are saved in WebDynasty according the project quality assurance manual. The project announcement document is always needed alongside agreement documents to be signed by the rector. Please deliver all documents requiring the signature of the Rector to project services at least five working days before the deadline by e-mail. The European Commission uses electronic signatures. After Rector has signed electronically follow the instructions in the electronic submission service and those given by the European Commission or coordinator.
Grant Agreement, Consortium Agreement and agreement negotiation The content of the Grant Agreement (GA) is very specific. It is reviewed and finalized by Legal Services and then submitted for signing by the Rector. Contracts All international project contracts are signed by the Rector and they are finalized by Legal Services. Please submit the necessary documents to Research and Innovation Services at least five working days before the deadline. This way you ensure that you will get the signature in time. There may be delays in the deadlines in case the documents are not with the Research and Innovation Services in time. The Rector also signs those project proposals which require an official signature. In H2020, the European Commission uses electronic signatures. This makes it a bit easier, but you should contact the legal services as soon as you have been contacted by the European Commission or the coordinator of the project Grant Agreement Agreement designed by the European Commission Signed by the EC, the coordinator and other beneficiaries Contains rules for implementing the project (e.g. the reporting schedule, accounting statements, rules regarding payments, changes and subcontracting) and defines eligible activities and the beneficiaries rights and responsibilities with regard to the EU. The beneficiaries are jointly responsible for the execution of the work. The same for all projects, with exceptions for the model adopted for ERC, MSCA and a few other project types Signed (electronically) after negotiations have been concluded JYU: Legal Services finalizes the GA and requests the Rector s signature The Grant Agreement includes the following annexes: Annex I, Description of Work (DoW), Annex II, Estimated budget of the action, Annex III - Accession Forms, Annex IV - Model for the Financial statement, Annex V - Model for the certificate on the financial statements
Grant Agreement, Consortium Agreement and agreement negotiation Consortium Agreement (CA) Signed by project partners, not by the European Commission - the beneficiaries draw up a mandatory Consortium Agreement. Contains information concerning project partner relations and related issues: the administration of the project, dividing the funding received from the Commission, utilizing the results, partner rights to the results, partner responsibilities, and solving disagreement.there are many different models for the Consortium Agreement such as DESCA: IMG4, IPCA, EUCAR and the European Commission s new model designed for H2020. Beneficiaries should start negotiation as soon as the project proposal has been invited to negotiations. Please reserve about one to three months for the negotiations. The legal services will help you in questions related to the Consortium Agreement. Drawing up the agreement usually takes several weeks Signed before the start of the project