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Frequently Asked Questions

Applications to FP7 programmes are made by responding to calls for proposals, which are published on Cordis, the European Commission’s website. The calls for proposals describe planned research activities and give an indication of what level of funding will be provided to successful applicants. Calls typically require a partnership to carry out the research activity. Applications must be made online before a strictly-enforced deadline.

 

Proposals have to follow a prescribed theme and have the required partnership structure. It is important to note that the FP7 Cooperation Theme follows a top down structure, i.e. research areas are pre-determined prior to a call being launched. Following the deadline, all proposals are considered by a panel of evaluators. Funding is only awarded to the best project proposals.

 

The Medical Research Council’s International Strategy Section has prepared an FAQ section to aid Framework Programme applicants. If your query is not answered in the advice that follows, please contact:

Victoria Brewer
International Strategy Manager
Telephone: 020 7395 2205
Email: victoria.brewer@headoffice.mrc.ac.uk

In addition, the Cordis website has an extensive FAQ section.

 

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Getting started

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Eligibility

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Partners

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Application

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Ethics

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FP7 Application Process

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Funding

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Getting started

Q: How long will FP7 run for?

A: FP7 will run for seven years until 2014.

 

Q: What is the budget?

A: The total FP7 budget stands at €50,521 million, which is partitioned among the specific programmes as follows:

Cooperation: €32,413 million

Ideas: €7,510 million

People: €4,750 million

Capacities: €4,097 million

The Health Theme sits within Cooperation and has a budget of €6.1 billion.

 

Q: What size of project is expected?

A: The budget available is usually prescribed in the work programme, and can indicate the appropriate size of project. However, within these constraints, the size can be decided by the applicant, bearing in mind the need to meet the objectives of the project. Applicants should refer to the advice and information offered in the call fiche, work programme and guide for applicants when planning their project to ensure their project fulfils the expected impact.

Please see the partners section for information about including partners in your consortium.

 

Q: How can I find out about current Health call topics?

A: Information about future calls for proposals can be obtained from the National Contact Points.

The FP7 Health Theme is implemented through an annual Work Programme. The Work Programme sets out a series of call topics. To be eligible to apply you will need to ensure that your project proposal addresses all aspects of the relevant call topic, and will deliver the Commission’s objectives, as stated in the Work Programme.

  • All calls are published on the Cordis website.
  • From the Cordis page, select “Find a Call” from the left hand column.
  • On the next screen, select “Co-operation.” The Health theme sits under Co-operation.
  • Options to view open calls, closed calls and forthcoming calls are provided.

 

Q: I am not sure if my topic fits into the call as advertised in the Health Work Programme. How can I obtain further advice?

A: The UK National Contact Points will be happy to discuss the scope of the calls in more detail and will seek clarification from the European Commission’s Health Research Directorate for you if necessary.

 

Q: I would like to discuss my application further with the European Commission. Who should I contact?

A: The UK National Contact Points will be pleased to identify the correct Scientific Officer for your proposal.

 

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Eligibility

Q: What countries can participate in FP7?

A: It is important to note that each call has its own eligibility requirements. These can be located in the documentation that accompanies a call for proposals, including the work programme, call fiche and guide for applicants. Partners from countries outside of the EU, who are not associated countries and who are not on the International Cooperation Partner Countries list (see below); can in exceptional circumstances receive funding from FP7. However, it will be important to clarify why these particular partners are essential to the success of the project.

 

The European Commission has stated that in recognition of the opening of NIH programmes to European researchers, participants established in the United States of America are also eligible to participate and to be funded in the context of the Health Theme calls. Partners from non-EU countries may want to investigate whether their own country operates a scheme to reimburse FP7 participation.

 

EU Member States (MS): The 27 countries who are members of the EU are all eligible to participate in FP7.

The complete list of countries: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France. Germany, Greece, Hungary, Italy, Ireland, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom.

Associated or Third Countries (AC): Associated or Third countries are also able to take part in FP7 and have the same rights and responsibilities as Member States. For a complete list of these countries please click on the following link: ftp.cordis.europa.eu

 

International Cooperation Partner Countries (ICPC): International Cooperation Partner Countries are able to participate and to receive funding. For a full list please click on the following link: ftp.cordis.europa.eu

 

Developed Countries (DC): Developed countries are classed as all the countries not included in the ICPC list and not associated to FP7. Developed countries can participate in FP7 projects; however they are generally only funded in exceptional circumstances. An application featuring developed countries should demonstrate that it is essential for these particular overseas partners to be involved.

 

In the Health Theme, participants established in the United States of America are eligible to participate and to be funded. The European Commission has stated that in recognition of the opening of NIH programmes to European researchers, participants established in the United States of America are also eligible to participate and to be funded in the context of the Health Theme calls.

 

Q: What is the minimum number of participants for the Collaborative Project funding scheme?

A: Participant prerequisites for each call topic may vary and will be stated in the Work Programme and call fiche. From previous calls the average minimum number of participants was at least three different legal entities from three different Member States or Associated Countries.

 

It is generally recommended that a proposal should include more than the minimum requirement stated in the Work Programme, particularly for a Collaborative Project (large-scale integrating project). There is no maximum number of participants and there is no ‘right size’ for a consortium. The numbers vary considerably according to the type of project being undertaken. Large-scale integrating projects tend to have between 10 and 25 partners; small to medium scale focused research projects tend to have between 5 and 15.

 

As long as you have the minimum number of partners, then there is no issue in having more than one partner within the same country. However, it is advisable to ensure that there is a well-balanced spread of the budget between the participating countries.

 

If the Work Programme indicates that your topic is a SICA (Specific International Cooperation Action), then you need to include two different legal entities from two different Member States or Associated Countries and then two different legal entities from two different International Cooperation Partner Countries (ICPC).

 

For a full list of ICPC countries please click on the following link: ftp.cordis.europa.eu

 

Please see Annex 1 of the Work Programme (Work Programme – General Annexes) for full information about these eligibility criteria.

 

Q: What is the minimum number of partners for the Coordination and Support Action funding scheme?

A: The CSA funding scheme has two sub-categories. If your proposal lies within the CSA – Coordination Action, then the eligibility requirements are the same as for a Collaborative Project. If your proposal is a CSA – Supporting Action then you need only one independent legal entity.

 

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Partners

Q: What are the key considerations when building a consortium?

A: Submitting a proposal to the FP7 Programme involves building international, and specifically European, partnerships.

Applicants should ensure that the eligibility requirements stipulated in the Guide for Applicants are observed. Please note that each call has its own particular eligibility requirements.

It is important that the lead applicant is able to justify and explain the presence of any partner as well as the value and benefits they would provide to the project. Partners should not be included merely to satisfy eligibility requirements.

Applicants should also be aware of the expected impact of the project when selecting partners. Finally, applicants should consider that the EU is looking to facilitate European partnerships, i.e. the European dimension of the funding. For further information please see the section Why does FP7 exist?

Q: How can I find partners for a Health proposal?

A: The most successful approach tends to be to make use of your own and your organisation’s existing networks. You may also wish to attend one of the European Commission’s networking events which are advertised on the CORDIS website.

The following websites are useful tools for finding a partner:

  • CORDIS has a function to search for overseas partners on its website. This function can be used to find international partners from a specific country, relating to a specific programme and role;
  • The IDEAL*IST Partner Finding Service is free; and
  • SMES Go Health website provides advice and support to SMEs and SME groupings.

Q: Is it important to have a balance of participant types in the consortia?

A: One of the evaluation criteria is complementarity of the consortium, and this is intended to address whether the consortium has sufficiently diverse expertise to address the multidisciplinary nature of the call topics. If relevant to the call topic, then ensuring there is a mix of academic and industrial participants in the consortia would be advisable. A key objective for the European Commission in FP7 is to build up the involvement of SMEs and establish partnerships between SMEs and academic participants. If it is possible to include these kinds of partnerships in your project it would be beneficial. All project partners must have a clear defined role in the project.

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Application

Q: How do I respond to a call for proposals?

A: If one of the topics in the Work Programme is relevant to your research idea, then check the call text to find out which ‘Funding Scheme’ you should use (e.g. Collaborative Project, Coordination and Support Action).

Download the Guide for Applicants for that funding scheme from the call information pack for the call you are responding to on the CORDIS website. This will provide you with the information you need to prepare a proposal.

Q: How do I make an application?

A: Proposals need to be submitted using EPSS (Electronic Proposal Submission Service), a web-based electronic online tool. Access requires a standard web browser and no special software is needed.

A link to EPSS is provided on the Call Announcement page on the Cordis website. Applicants are asked to specify the funding scheme, or sub-funding scheme, corresponding to the work programme topic being addressed, from a drop down list. Applicants are then linked to the correct EPSS entry point.

Registering a proposal:

  • The project co-ordinator must register on Cordis in order to gain a username and password.
  • The project co-ordinator will then be able to pass on access details to the other participants in the project.

Please note only the project co-ordinator can register, upload and submit the proposal. An uploaded proposal is not a submitted proposal. It is recommended that the co-ordinator go through the full submission process each time a new draft of the proposal is uploaded. Proposals can be submitted as many times as required, up until the call deadline.

Q: How can I get further information about the EPSS?

A: Cordis has produced an EPSS User Manual on the Preparation and Submission of Proposals page that is available here.

Information about EPSS is also to be found in the Guide for Applicants document.

There is also an EPSS helpline available at support@epss-fp7.org or by phone +32-2-233 3760.

Q: What is the PIC?

A: All organizations which have signed an FP7 contract with the Commission should have received a PIC (Participant Identification Code). The PIC code is a 9 digit unique identifier for every validated legal entity.

Using a PIC code means participants do not have to submit their legal and financial information (and supporting documents) each time they submit a proposal or negotiate a grant agreement.

The PIC code is available from the designated contact within an organisation, referred to by the Commission as the LEAR, (Legal Entity Appointed Representative). The LEAR is appointed by the organisation they work for to be the correspondent towards the Commission on all issues related to the legal status of the entity.

Q: What documents are submitted as part of a proposal?

A: Applicants need to complete the A form, which consists of administrative detail.

Part B involves uploading a pdf file of the proposal detail. The pdf file has a 10Mb limit.

Submitted proposals can still be altered up until the deadline. Proposals can be submitted at any time whilst the Call is open. It is highly recommended that proposals are submitted to EPSS in good time to allow for any potential problems with computers/internet connections etc that could result in deadlines being missed.

Q: What font should I use for Part B of the application form?

A: Ariel is recommended and the font size must not be smaller than 11 point. For Health proposals, this information can be found in the Guide for Applicants.

Q: What are the key documents involved in writing a proposal?

A: Key documents include:

  • Work Programme: The Health work programme is generally published during the summer for proposals to be selected in the following year. The programme sets out the timeline and topics to be addressed in each call. It aims to ensure continuity with the previous work programme and to develop new activities within the FP7 planned budget. The work programme details the objectives of the Health Theme. It is important to refer to these objectives when preparing a proposal.
  • Call Fiche: This is the official announcement of a call and serves as a synopsis of the Work Programme.
  • Guide for Applicants: It is important to note that each call and each funding scheme within that call has its own Guide for Applicants document. The Guide for Applicants contains key information, for example eligibility requirements, and should be closely consulted when planning and submitting the application.
  • All Call documents can be found on the Cordis website under the Find a Call option. Policy documents in relation to the call can also be found here to assist with background information.

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Ethics

Q: What information about ethics should I provide in my proposal?

A: An FP7 proposal application will include a section on potential ethical issues.

Issues that should be addressed include:

  • Interventions on humans;
  • Informed consent;
  • Privacy and data protection;
  • Research on human embryos/foetuses;
  • Research on animals;
  • Research in developing countries; and
  • Dual use of research results.

Tips and Advice

  • Ensure all the issues listed above are addressed in as much detail as possible including discussion on the thinking behind the decision making; why the methods in the proposal were chosen and what alternatives were considered before selecting the chosen methodology;
  • Submit draft copies of information sheets and consent forms that would be provided to patients;
  • Copies of legislation do not need to be submitted in the proposal; and
  • If a license is required, applicants should state that it is being obtained. It does not need to be included in the proposal, but the Commission may ask to see it at contract negotiations or at audit.

Q: Is any other guidance available?

A:

  • The Cordis website provides a useful section on its website to aid applicants with addressing ethical issues. An Ethics helpdesk is also available: http://cordis.europa.eu/fp7/get-support_en.html
  • For further advice and guidance on ethical issues, please follow this link to the Health NCP website. This website provides valuable advice on how to present ethical considerations.

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FP7 Application Process

Q: What is the overview of the FP7 application process?

A: Once an application has been submitted, it is assessed according to three main criteria:

  • Scientific and/or Technological Quality – this focuses on the concept, work plan and objectives;
  • Implementation – including how resources are utilised, management and the role of individuals as well as the consortium; and
  • Impact – this involves plans for dissemination and the contribution to expected impacts detailed in the work programme.

Each proposal is considered by at least three individual evaluators.

The evaluators then have a Consensus meeting to discuss their Individual Assessment reports. This meeting explores any divergencies in views, if any have arisen. Following this a Consensus report is produced.

A panel meeting is then held which reviews the proposals. All the proposals are ranked based on their scores in the evaluation process.

Applicants are then made aware if their proposal has been selected to go forward for contract negotiations.

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Funding

Q: How much funding is provided?

A: The amount of funding provided varies for each call. The Work Programme will give an indication of how much funding will be provided to successful applicants. The amount contributed depends on the topic type, i.e. either collaborative or coordination and support actions, as well as who is claiming the funding, i.e. whether it is a research organisation, SME, non-profit public body, secondary and higher education establishments.

Q: Are there budget limitations?

A: Yes. Each call topic has a budget limit included in its text

In the Health Theme, a small to medium-scale focused research project usually must not request more than €3 million from the EU. Some small to medium-scale focused research projects may have a higher funding ceiling of €6 million. A large-scale integrating project must request between €6 and 12 million from the EU. It is advisable to check the Work Programme or contact the Health NCPs for clarification.

If your project is outside these limits it will be deemed ineligible by the European Commission and will not be evaluated

Q: Do the budget limitations apply to the total project, or just the costs requested from the EU?

A: The budget limitations apply to the EU contribution only.

Q: If I am successful, approximately how long will it take for me to receive funding for my project?

A: FP7 projects have to undergo an evaluation and approval process, followed by a period of contract negotiations. As a guide, it can take up to 12 months from the date of submission of the proposal for the contract to be signed. The first payments will only be made after the grant agreement has been signed.

Q: Do I have to include all of the costs of the project in my proposal, including staff who will not be funded by the Commission?

A: Your proposal should indicate the resourcing costs of the entire project. You will also be asked to specify how much of these costs you are requesting from the EU. The EU has set reimbursement rates which depend on the type of organisation participating. For more information see the guidance available on the Cordis site.

Q: What is an eligible cost?

A: Costs are eligible if they have been incurred as a result of the project and have been used solely for project purposes. These costs have to be auditable. There are two categories of costs:

Direct costs: are eligible costs that can be attributed directly to the project, for example the purchase of essential equipment and salaries.

Indirect costs: are eligible costs which cannot be identified by the being directly attributed to the project, but can be justified as being incurred as a result of eligible direct costs, for example overheads and support costs.

Further guidance on the criteria for eligible costs as well as information on direct and indirect costs can be found in the Guide to Financial Issues document on the Cordis website.

Q: What is an ineligible cost?

A: Non eligible costs include indirect taxes, including VAT. VAT and other duties must be deducted from any claims. Provisions for possible future losses or charges, exchange losses and cost related to return on capital are also classed as ineligible costs.

For further information please see the Guide to Financial Issues document on the Cordis website.

Q: What reimbursement rates can I apply for?

A: Annex 3 of the Work Programme and the Rules for Participation give full information about the maximum reimbursement rates. The Rules for Participation are available on the CORDIS documents webpage.

Q: Who qualifies for the 75% research and technological development activities reimbursement rate?

A: Non-profit public bodies, secondary and higher education establishments, research organisations and Small to Medium Enterprises (SMEs).

Q: What rate can I claim for indirect costs?

A: You will need to decide at an organisational level, and in consultation with your auditors, what method of calculating indirect costs your legal entity should use. For full information, see the Guide to Financial Issues. In brief, the options will be:

  • Real Indirect Costs, where you need an analytical accounting system that can attribute real costs to the project;
  • Flat rate of 60%, available for Non-profit public bodies, secondary and higher education establishments, research organisations and Small to Medium Enterprises (SMEs); and
  • Flat rate of 20%, available to all participants

Q: Can any organisation opt for the 20% flat rate for indirect costs?

A: Yes. Any organisation can opt for this rate if preferred.

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