How to write a good scientific How to write a good scientific How to write a good scientific How to write a good scientific

proposal and get ready for an ERC proposal and get ready for an ERC proposal and get ready for an ERC proposal and get ready for an ERC

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Carole Meads, Imperial College London

How to write a good scientific

proposal – Part B2

Content of application

Part A: The Administrative Proposal Submission Form sForm 1 – General InformationForm 2 – Administrative data of participating organisation(s)Form 3 – BudgetForm 4 – EthicsForm 5 – Call specific questions

Part B: The Research ProposalB1 - Cover page including half-page summary (must be copy and paste from A1) plus justification if choose a secondary evaluation panel

a Extended synopsis of the scientific proposalb CV and Funding ID tablec Early achievements track record

B2 - Scientific proposal Annexes: The Supporting Documentation

Commitment of the Host Institution PhD Document plus, if applicable, supporting documents for eligibility checkingEthics Self-Assessment, if applicable, and supporting documentation

Part B: Research Proposal Layout

• All applications must adhere to the layout regulations or they may not be evaluated!

• Keep to page limits for each section – evaluators will ignore over-run text

• Applications must be:• A4 page format• Times New Roman or Arial font• At least 11 point size• Single line spacing• Margins at least 2cm side and 1.5cm top and bottom• Each page must carry a header giving the applicant’s

last name, the proposal acronym & reference to the relevant proposal part (Part B1 or Part B2)

Application Process

• Single-stage application with two-stage evaluation (with panel interviews in Brussels at 2nd stage)

• Step 1 evaluation results expected for StG on 7July 2015 and for CoG on 6 August 2015

• Step 2 evaluation results expected for StG on 12 November 2015 and for CoG on 20 January 2016

• Indicative date for signature of GA: 12 March 2016 for StG and 20 May 2016 for CoG so the earliest project start dates are April 2016 for StG and June 2016 for CoG

• All applications must be electronic via the Commission’s Participant Portal:https://ec.europa.eu/research/participants/portal/desktop/en/home/html

• Register as soon as possible to obtain a login and password• Complete A forms • Download, complete & upload PDF files of Part B & Annexes

Application Process 2

Tips• Start in plenty of time and check you can save as .pdf!• Can revise and resubmit up to deadline (submit often!)• Aim to submit final version at least two days before deadline• Remember to press submit button each time!• Ensure all forms and documents are uploaded correctly before

the deadline – double-check by downloading them• Deadlines (StG: 3 February 2015 and CoG: 12 March 2 015

both at 1700 hours Brussels local time) and page li mits are strictly enforced

Participants Portal Help and SupportContact the Participants Portal IT Helpdesk at

http://ec.europa.eu/research/participants/api/contact/index.htmlfor help with technical aspects of submission of proposals

Evaluation Panels

ERC has three domains for evaluation purposes:• Physical Sciences and Engineering (PSE) – 10 panels• Life Sciences (LS) – 9 panels• Social Sciences and Humanities (SSH) – 6 panels• An indicative budget is allocated to each panel within each domain in

proportion to the budgetary demand of its assigned proposalsPanel choice• It is the applicant’s responsibility to choose the most appropriate panel

to evaluate the proposal• If the proposal is cross-panel or cross-domain, applicants may also

nominate a secondary evaluation panel• See Work Programme Annex I (p.51 onwards) for full list of panels• Check previous panel members at:

http://erc.europa.eu/evaluation-panels

Starting and Consolidator grants: PSE domain panels

PE1 Mathematics : all areas of mathematics, pure & applied, plus mathematical foundations of computer science, mathematical physics and statistics

PE2 Fundamental constituents of matter : particle, nuclear, plasma, atomic, molecular, gas & optical physics

PE3 Condensed matter physics : structure, electronic properties, fluids, nanosciences, biophysics

PE4 Physical and analytical chemical sciences : analytical chemistry, chemical theory, physical chemistry/chemical physics

PE5 Synthetic chemistry and materials : materials synthesis, structure-properties relations, functional and advanced materials, molecular architecture, organic chemistry

PE6 Computer science and informatics : informatics and information systems, computer science, scientific computing, intelligent systems

Starting and Consolidator grants: PSE domain panels 2

PE7 Systems and communication engineering : electrical, electronic, communication, optical and systems engineering

PE8 Products and processes engineering : product design, process design & control, construction methods, civil engineering, energy processes, material engineering

PE9 Universe sciences : astro-physics/chemistry/biology, solar system, stellar, galactic and extragalactic astronomy, planetary systems, cosmology, space science, instrumentation

PE10 Earth system science : physical geography, geology, geophysics, atmospheric sciences, oceanography, climatology, cryology, ecology, global environmental change, biogeochemical cycles, natural resources management

Part B2: full scientific proposal

• Not evaluated at Step 1 • Maximum of 15 pages• Consists of:

a.State-of-the-art & objectivesb.Methodologyc. Resources including project costs & costing

table – justification is key

Principles of ERC funding: Pioneering Frontier Research

• “…the pursuit of questions at or beyond the frontiers of knowledge, without regard for established disciplin ary boundaries”• ERC projects should be high-risk/high-gain and lead to advances

at the frontiers of knowledge • They must set a clear and inspirational target for frontier research

in Europe • All proposals must have a significant expected impact on science,

scholarship or engineering • Especially encouraged are:

• Interdisciplinary proposals crossing the boundaries between different research fields

• Pioneering proposals addressing new & emerging fields• Proposals introducing unconventional, innovative approaches &

scientific inventions• Research projects are evaluated on ground-breaking nature,

ambition, feasibility and scientific approach

B2a: State-of-the-art and Objectives

• Remember this should be your dream project – consider what excites you about the research and convey this in your application

• Emphasise the ground-breaking nature and potential impact of the research

• Explain how your project will open new horizons and opportunities

• Keep the evaluation checklist (pp 31-31 in WP) by you while writing the application to ensure you cover every point fully:

� To what extent does your proposed research addressimportant challenges ?

� To what extent are your objectives ambitious and beyond the state-of-the-art (e.g., novel concepts and approaches or development across disciplines)?

� To what extent is your proposed research high risk/high gain ?

B2b: Methodology

• Provide a clear, concise work plan giving details of intermediate goals

• Explain what each team member is doing (and his/her background/recruitment profile)

• Highlight any intermediate stages where you may need to adjust your project planning

• Provide a risk assessment and Plan B• Clearly explain how you will manage your project and

disseminate the results• Include diagrams to aid explanation• Include a Gantt chart to illustrate the project schedule• Include a PERT (Program Evaluation Review Technique) chart

to show the inter-relationship of the tasks involved in completing the project

B2b: Methodology 2 - Example of a Gantt chart

B2b: Methodology 3 - Example of a PERT chart

B2b: Methodology 4

Again, remember the ERC evaluation criteria for the research project:

� To what extent is the outlined scientific approach feasible (bearing in mind the extent that the proposed research is high risk/high gain)? (based on Extended Synopsis)

� To what extent is the proposed research methodology appropriate to achieve the goals of the project ? (based on full Scientific Proposal)

� To what extent does the proposal involve the development of novel methodology ? (based on full Scientific Proposal)

B2b: Methodology 5 - Research Ethics

Ethics should be integral – not just an add-on or afterthought• EU website explains ethics procedures and links to Ethics Helpdesk:

http://ec.europa.eu/research/participants/docs/h2020-funding-guide/cross-cutting-issues/ethics_en.htm

Ethics Guidance Notes on specific topics, e.g.,• Food-related research• Human embryos/foetus• Clinical trials on medicinal products conducted with paediatric

population• Privacy• Research on animals• Informed consent• Ethics in ICT• Research involving Developing Countries• Dual use

B2c: Resources

• Evaluated on: To what extent are the proposed timescales and resources necessary and properly justified ? (based on Full Scientific Proposal) – the crucial points here are to list clearly and justify fully all your requested resources and ensure that they are appropriate for the project

• Ensure your text matches the figures in the costing table!• Remember to include all possible eligible direct costs e.g.,

personnel, consumables, equipment, travel and subsistence, publication costs, audit costs

• In H2020 the ERC Grant Agreement specifies that scientific publications arising from ERC funding must be made available through open access – so don’t forget to include costs for open access publications during the project

• ERC also now encourages data and data-related products , e.g., computer codes, to be deposited in relevant open access databases –include costs for this too during the project

How to get ready for an ERC interview

Good advance planning is the key to success

• The interview is a key part of the evaluation so ensure you prepare well and fully

• By getting to Step 2 evaluation you now have a 1 in 3 chance of success – don’t waste it!

• Speak to any ERC grant holders you know to get feed-back on their interview experience

• Contact your ERC NCP for advice• Check successful applicants in your field to see how they

have ‘sold’ their project to the ERC at http://erc.europa.eu/projects-and-results/erc-funded-projects

• Read your proposal with a critical eye – with hindsight is there anything you could have explained better? If so, make sure you cover this in your presentation

• Ensure you memorise your proposal and your budget breakdown and justification

Good advance planning is the key to success 2

• What new key publications have appeared in your field since you submitted your proposal? – ensure you are fully up-to-date with new discoveries

• Practise your presentation to ensure you keep within time • Get your department to hold a mock interview/interviews for

you with a panel of senior academics in your field – they should try to find all the weaknesses in your proposal so you can prepare convincing answers in advance of the real e vent

• Ensure you know who is the panel Chair and his/her background and achievements (see lists of current Chairs and previous panel members at http://erc.europa.eu/evaluation-panels)

• ERC panels rotate on a two-yearly basis so if applying to 2015 calls check panel members for 2013

How to prepare yourself on the day

• Arrive in Brussels the day before if your interview is in the morning• Leave plenty of time to find the ERC Building and then the interview

room so you aren’t stressed before you begin• Dress smartly !• Be prepared to defend yourself and your project – the ERC is aiming to

fund future European research leaders so you need to be able to communicate well and to stand up for yourself

• There are no introductory niceties – you simply go in and give your presentation immediately; forewarned is forearmed!

• Be confident and speak clearly - sell yourself and your project!• Remember to take a laser pointer with you• Be enthusiastic about your ideas – this should be your dream project

and main research focus for the next 5 years• Be honest – acknowledge your weaknesses if challenged but explain

what actions you are taking to mitigate them• Good luck! And don’t give up if at first you don’t succeed!