Slovník pojmů

Applicant

Generic term for any person/organisation that prepares and/or submits a proposal. There are two types of applicants:
– the Proposal Coordinator
– the Partner
The Proposal Coordinator role is allowed to register and to submit the proposal, while the Partner role is only involved in the preparation of the proposal.
Synonyms: Partner

Beneficiary/Participant

A beneficiary or beneficiary of the European Union funds refers to the legal entity that signs a grant agreement and/or procurement contract (i.e. the grant beneficiary and/or contractor) with an „entity managing EU funds“. Depending on the management mode this entity may be the European Commission, a beneficiary country, an international organisation, or a Community or national agency.
Subcontractors or suppliers as well as partners/consortia members of the beneficiaries are not concerned (http://ec.europa.eu/europeaid/work/funding/beneficiaries_en.htm)
Synonyms: Participant
Broader term: Partner

Call

An invitation for third-parties to submit a proposal in order to get funding. Calls cover specific research areas and are always issued in the context of a Work Programme.

Call for proposals
Procedure to invite applicants to submit project proposals with the objective of receiving funds from the European Union.

The European Commission publishes calls for proposals. It is an official invitation to submit a project proposal for a specific area of a framework programme by a specific date. Calls specify very clearly what is required in the Work Programme. Calls for proposals on the Funding & Tenders Portal.

Consortium

A Consortium is a group of Participants, one of which is identified as the Proposal Coordinator in the proposal submission. A nominated Proposal Coordinator Contact, who is normally an employee of the Proposal Coordinator Organisation, but acting on behalf of all for most aspects of the project, will represent the Consortium to the EU. In the context of a running project, the following constraints shall hold:
– There shall be exactly one Proposal Coordinator Contact within each Project Consortium.
– The Coordinator Contact identified in the Project proposal shall be a person, nominated from within the Coordinator Organisation, to be recognised by the Commission as the primary point of contact between it and the Consortium.
– Each Partner in the Consortium shall nominate a Partner Contact as its representative in the Project, who shall also be identified to the Commission.

Deadline

For each particular call, this is the moment after which proposals cannot be submitted to the Commission. At this point the Submission system closes for the respective call. Deadlines are fixed and strictly enforced.

ECAS

The old name for the European Commission’s Authentication Service. Its name has been changed into EU Login, but you could encounter some documents or screens still referring to the EU Login as ECAS. See EU Login below for more information.

EU Login

It is the system for logging into a whole range of web sites and online services run by the European Commission. Once you use your EU Login to enter the Commission website, you will not need to identify yourself again for other Commission websites until you browser session expires (i.e. single sign-on).
To stop the automatic single sign-on you need to click Logout or close all your open browser windows.

Funding & Tenders Portal (F&T Portal)

The Funding & Tenders Portal, replacing the Research and Innovation Participant Portal as from 2019, is the single entry point for interaction with the research Directorates-General of the European Commission, it hosts a full range of services that facilitate the monitoring and the management of proposals and projects throughout their lifecycle, including calls for proposals, and access to the submission and evaluation of proposals service.

Legal Entity Appointed Representative (LEAR)

The LEAR is a person nominated in each legal entity participating in funding programmes. This person is the contact for the Commission related to all questions on legal status. S/he has access to the online database of legal entities with a possibility to view the data stored on his/her entity and to initiate updates and corrections to these data.

Part A

This is the part of a proposal dealing with administrative data. It is completed using the web-based electronic Submission system.

Part B – Template

This is the part of a proposal that explains the work that must be carried out, and the roles and aptitudes of the participants in the consortium. This part is uploaded to the electronic Submission system as a PDF file.
The template documents are intended to provide you the topics needing development as part of the proposal. They are supplied by the Commission and downloadable in Proposal forms of the Submission wizard. They are provided in RTF format, consisting of a template of all chapter headings, forms and tables required to prepare a proposal Part B.

Part C

Depending on the type of call, filling this additional web form will be required.

Participant register

An electronic system that enables organisations to register their details once and then use this registration for one or more participations, thus eliminating the need to provide the same information for multiple proposal submissions. The Web interface of the Participant register is accessible from the Participant register page of the Funding & Tenders Portal:
https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/how-to-participate/participantregister
The Participant register also provides an organisation search tool where you can check if your organisation has already been registered as a participant.

Participant

The Participant (short form of Participating Legal Entity) is a legal entity Individuals and legal entities such as a companiyes, consortia, universitiesuniversitiy, university departments, etc. are allowed to submit proposals requesting financial support. The ‚Proposal Coordinator‘ leads the submission process of the proposal and is the only applicant recognised by the Commission.

To avoid the existing confusion, a difference is made between a Proposal Coordinator Contact and a Proposal Coordinator Organisation. See Proposal Coordinator below for more information.

If you want to participate in a project proposal, your organisation needs to be registered with the Commission. Registration available from the Funding & Tenders Portal via the Participant register page, where you can check if your organisation is already registered. If not registered, you can start the registration process on the same page and you will be redirected to the Participant register to complete the process. The same process applies for participant registration data updates – you access your organisation from the Portal / My Organisation(s) page and from there you can go to the Participant register to update your organisation data.

If your proposal is successful, you will also need to know about the following (see the Online Manual available from the Portal under the Support section):

  • the checks carried out on the information you provide on registering
  • appointing a representative (LEAR)

Ideally, a LEAR is identified to be responsible for provision and maintenance of the Participant’s legal and financial data. However, until a LEAR is identified and validated, this data may be maintained by the person who initially registered the organisation.

Participant Identification Code (PIC)

The Participant Identification Code (PIC) is a 9-digit unique identifier for every validated organisation. Participants will not have to submit their legal and financial information (and supporting documents) each time they submit a proposal or negotiate a grant agreement, but just their PIC.

However, if there has been a substantial change in the legal or the financial information since validation took place, they could be requested to provide supporting documents for the change via the Participant register.

Proposal

A set of documents submitted by third-parties in response to a particular call, in an effort to get funded by the EC after evaluation. The main elements of a proposal are the administrative forms and the proposal text.

A proposal is a proposed project. Proposals are submitted following a call for proposals by consortium/partners with the goal to be selected and get funded .

In order to get funding for a project, applicants have to write a complete and detailed proposal describing the objectives, planned activities and relevance with the corresponding Call’s Activity(-ies). Proposals are individually evaluated by a team of independent experts. Only the very best project proposals will get funding.

A description of the planned research activities, information on who will carry them out, how much they will cost, and how much funding is requested should be included in the proposal description.

Proposal Coordinator

Individuals and legal entities such as companies, consortia, universities, etc. are allowed to submit proposals requesting financial support. The Proposal Coordinator leads the submission process of the proposal and is the only applicant recognised by the Commission.

To avoid the existing confusion, a difference is made between a Proposal Coordinator Contact and a Proposal Coordinator Organisation.

The Proposal Coordinator Contact is either an individual or empowered individual of an organisation having the responsibility to request financial support via the submission of a proposal.

The Proposal Coordinator Organisation is the organisation to which the Proposal Coordinator Contact belongs or is linked to, and/or that has given the Proposal Coordinator Contact th responsibility to submit a proposal to request financial support.

Broader Term: Beneficiary, Partner

Proposal ID

An identifier assigned to a proposal after it was submitted. Once a proposal is funded, its Proposal ID becomes its Project ID.

Drafts of proposals are assigned a Draft ID, different from the final one when submitting. Both of them display on the left side in the tool.

This ID can be provided to the helpdesk for troubleshooting purposes.

Submission

The formal act to submit a proposal to the Commission via a web based application. Proposals can be modified and submitted several times as long as the call has not been closed. After call closure the submission is prohibited and proposals are locked. Eligible proposals are thereafter made available to the evaluation system.

The Submission System is the tool used for sending a proposal for an open call. It is accessible via de Funding & Tenders Portal, and it is often referred as SEP IT System.

SEP IT System

The Funding & Tenders Portal Proposal Submission and Evaluation System.

Types of Action

The type of action specifies:

  • the scope of what is funded
  • the reimbursement rate
  • specific evaluation criteria to qualify for funding

See the Online Manual for more information.

Topic

Calls for proposals are subdivided into topics. A topic defines a specific research and innovation subject or area for which applicants are invited to submit proposals. The description of a topic comprises its specific scope and expected impact of the projects to be funded, and also the type of project, evaluation criteria and deadline for submission of proposals.