Electronic Submission of Short Proposals
for the Call of 16 September 1997
Deadline 16 October 1997 at 5 p.m. Brussels time.
Electronic submission - via e-mail or by uploading to a webserver - is strongly recommended for all short proposals prepared as the first step of the two-step submission and evaluation scheme. This is an extension of the pilot exercise that was successfully undertaken for short HPCN proposals in the March call.
This applies to the following areas and tasks: in Technologies for Components & Subsystems, all tasks in areas 1, 2 and 3; in Multimedia Systems, all tasks in areas 1 and 2; in Long-Term Research, task 4.2 in area 2; and in High-Performance Computing & Networking, all tasks in areas 1, 3 and 4.
You are not obliged to submit electronically - proposals on paper are welcome - but we would greatly appreciate your involvement and your views on the process. Our main objectives are to improve the management and scalability of electronic submission: for these reasons, the scope of the pilot is being extended to all domains in this Call. The long-term goal is to improve and accelerate the evaluation process in preparation for the Fifth Framework Programme by implementing procedures for the electronic submission and evaluation of proposals.
Why should I submit my proposal electronically?
Because by doing so you will:
- Benefit from simplified procedures;
- Increase the speed of submission, feedback and evaluation;
- Help achieve the goal of improving the submission and evaluation processes.
How do I get the tools I need?
You can do any of the following:
How do I prepare my short proposal?
The software will guide you through the preparation of a proposal in two parts:
- A structured data file which corresponds to the forms in Annex I of the relevant Specific Information Document. This file contains administrative data on the proposal and all proposers' profiles.
- The technical proposal document in PDF format, or in MS-Word for Windows 6.0, Rich Text Format (RTF) or PostScript using the UK character set (more formats will be possible in later phases of the pilot). Documents will be converted into PDF format where necessary.
How do I submit my short proposal?
Once your proposal is prepared, you will need to carry out the following steps:
- Link and compress the two files representing the two parts of the proposal using the software tool provided. The tool does not provide encryption. You can use a password on the MS Word document if you wish.
- Generate a sealing-fax, which is a protocol recording the submitting proposer, the sealing time and unequivocal identification of the proposal file.
- Fax the sealing protocol to the Commission before the submission deadline of 5 p.m. Brussels time on 16 October 1997. You should include the MS Word document password if used.
- Transmit the proposal by one of the following methods:
- uploading to the designated secure Web-server - this requires a browser that allows SSL (Secure Socket Layer), such as Netscape 2.0 and upwards;
- e-mailing to sendprop@subelec.dg3.cec.eu.int;
- sending a diskette (plus backup) by courier or otherwise to:
Electronic Submissions
IT Programme Office
Boulevard du Souverain, 191-197
B-1160 Brussels, Belgium
The acceptance of a proposal, after comparison with the identification provided in the sealing fax, will be confirmed by a fax from the Commission services.
How will my proposal be evaluated?
Proposals submitted electronically will be transferred directly for evaluation. Proposals submitted on paper (hard copy) will first be scanned and then transferred electronically for evaluation.Evaluators will therefore receive all short proposals in electronic format, and will return their reports in electronic format to the Commission services. This exchange will be performed via the secure webserver. As usual, a summary evaluation report will be made with the help of external experts in Brussels.
Please note!
- You can submit a conventional paper proposal. It will be treated under exactly the same conditions as proposals received electronically.
- No use is made of strong encryption methods. The tools and procedures outlined above - compression, password on MS Word document and SSL - are used to ensure a level of confidentiality which we assume is sufficient for short proposals. If you are not comfortable with this level of security, please submit your proposal via diskette or on paper.
- The Commission has registered its secure webserver following regulations accepted in the European Union.
Questions?
About the electronic submission procedure: contact the Electronic Submission Help Desk (open from 16 September) by phoning +32-2-675-7703, faxing +32-2-660-4778, or e-mailing support@subelec.dg3.cec.eu.intAbout the 16 September call or other general Esprit-related questions: contact the Esprit Information Desk by phoning +32-2-296-8596, faxing +32-2-296-8388, or e-mailing esprit@dg3.cec.be
Stay informed!
Please access and bookmark the website of the Electronic Submissions Office Web page
To be sent the latest version of this page whenever it is updated, please register your e-mail address below.
Esprit home page | R&D Tasks - Two-Step Evaluation Procedure | 16 September Call | Electronic Submissions Office Web pageThis document is located at /esprit/src/elecsub.htm
It was last updated on 30 September 1997 by esprit@dg3.cec.be
